20242010_A1_Security Fire Alarm Monitoring Services.pdf

Request for Proposals

SECURITY & FIRE ALARM MONITORING SERVICES

Solicitation No. RFP 20242010

Due Date and Time:

Tuesday, November 21, 2023 @ 2:30 PM

CITY OF EUGENE

Central Services Finance Division/Purchasing

100 West 10th Avenue, Suite 400 Eugene, Oregon 97401

The Purchasing Office is currently closed to the public.

RFP 20242010 Security and Fire Alarm Monitoring Services Page 2

I. REQUEST FOR PROPOSALS

CITY OF EUGENE

REQUEST FOR PROPOSALS

Solicitation No. RFP 20242010

Notice to Proposers Pursuant to ORS 279B.060 and City of Eugene Administrative Order 44-23-01-F, Public Contracting Rule (City Rule) 137-047-0260, sealed proposals for Security & Fire Alarm Monitoring Services for the City of Eugene will be accepted by the Purchasing Office until Tuesday, November 21, 2023 @ 2:30pm. Proposals will be opened immediately thereafter on a Microsoft Teams Meeting and a record of proposals received will be made. Proposals will not be accepted after the Request for Proposals (RFP) closing time and date. Proposals shall be valid for 60 days after opening unless otherwise specified in the specifications. This Request for Proposals does not commit the City to pay any costs incurred by any proposer in the submission of a proposal.

Project Description In general, work includes intrusion detection, panic alarm, and fire alarm monitoring, inspection, and repair services for the City of Eugene.

Solicitation Documents Solicitation documents may be examined electronically by logging in to OregonBuys. To view City of Eugene solicitations:

• Scroll to Supplier Activities

• Click the Open Bids icon

• Click the Advanced Search button

• Click Select Organization

• Select City of Eugene

• Click Search\Click the Bid Solicitation # to view solicitation details and documents

A copy of the solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Proposers should submit their proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046. Contact the Purchasing Analyst below if a proposal cannot be submitted via OregonBuys.

Site Visits

Escorted site visits, including access to fire and security alarm equipment at each building location, will be available upon request. Please contact the Purchasing Analyst listed below by no later than November 6th to schedule, if desired. One tour will be scheduled for all interested parties to attend with date and time to be announced. This is not mandatory.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2Q1NjI3MGYtY2JmMS00YzYzLTgzYmEtMGIyZWJlOWEwZDM4%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22201568ab-e8e0-498f-ac1b-b397783a096c%22%7d https://oregonbuys.gov/bso/ https://www.eugene-or.gov/DocumentCenter/View/68662 mailto:support.oregonbuys@oregon.gov

RFP 20242010 Security and Fire Alarm Monitoring Services Page 3

Single Point of Contact

City of Eugene Purchasing is the issuing office. Address all concerns or questions regarding this solicitation to the Purchasing Analyst identified below.

Dated: October 25, 2023

Michelle Hahn Purchasing Analyst City of Eugene MHahn@eugene-or.gov mailto:MHahn@eugene-or.gov

RFP 20242010 Security and Fire Alarm Monitoring Services Page 4

II. INSTRUCTIONS TO PROPOSERS

1.0 STANDARD PROPOSAL FORM

1.1. Proposals shall be submitted with the Standard Proposal Form identical to the form provided by the City. The proposer shall make no alterations or additional stipulations on the Standard Proposal Form nor qualify the proposal in any other manner. Alteration of any part of the Standard Proposal Form content may cause the proposal to be considered non-responsive.

1.2. All blanks on the Standard Proposal Form shall be filled in electronically, by typewriter or manually, in ink. Mistakes should be crossed out and corrections typed or written in ink and initialed by the party signing the proposal. No erasures are permitted. The omission of any required information or forms may invalidate a proposal.

1.3. Complete sets of RFP documents shall be used in preparing proposals.

2.0 SUBMISSION

2.1 Proposers should submit their proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046 or contact the Purchasing Analyst prior to closing.

2.2 Proposer is responsible for submitting their proposal prior to the closing time and date. Late proposals will not be accepted. The City is not responsible for any delays caused by computer/software issues.

2.3 Oral, telephonic, telegraphic, or faxed proposals are invalid and will not be considered. Emailed proposals may be considered if pre-approved by the Purchasing Analyst.

3.0 SOLICITATION CLARIFICATION & CHANGE REQUESTS

Prior to the deadline for submitting a protest, a prospective proposer may request that the City clarify any provision of the solicitation document. The City’s clarification to a proposer, whether orally or in writing, does not change the solicitation document and is not binding on the City unless the City amends the solicitation document by addendum.

3.1 Any requests for clarification regarding any provision of the RFP shall be delivered to the City’s Purchasing Analyst by email, in conformance with City Rule 137-047- 0440(1).

3.2 Any requests for change of the requirements, specifications or sample contract shall be delivered to the City’s Purchasing Analyst by email, not later than eight (8) days prior to the RFP closing date and time.

3.3 A request for change shall be marked “Contract Provision Request for Change” and include the solicitation number and title along with a statement of the requested change(s) to the contract terms and conditions, including any specifications, together with the reason for the requested change.

3.4 Contents of questions, clarifications, modifications, or substitutions shall include the following, as applicable:

3.4.1 The solicitation number and title

3.4.2 A reference to the page and item being addressed

3.4.3 The reason and any proposed alterations

https://www.eugene-or.gov/DocumentCenter/View/68662 mailto:support.oregonbuys@oregon.gov

RFP 20242010 Security and Fire Alarm Monitoring Services Page 5

3.5 Proposals containing questions, clarifications, modifications, or substitutions included with the response and not submitted according to these instructions may be considered non-responsive.

4.0 SOLICITATION PROTESTS

A prospective proposer may protest the procurement process or the solicitation document for a contract solicited under 137-047-0730. Pursuant to 137-047-0730, before seeking judicial review, a prospective proposer must file a written protest with the City and exhaust all administrative remedies. Protests must be submitted in writing to the City’s Purchasing Manager no less than seven (7) days prior to solicitation closing. The protest must be emailed to Eugene.Purchasing@ci.eugene.or.us, clearly identified as a protest and identifying the solicitation being protested. Faxed protests shall not be accepted.

The Purchasing Manager shall consider the protest if it is timely filed in accordance with City Rule 137-047-0730 and contains the following information: 1) sufficient information to identify the solicitation that is the subject of the protest; 2) the grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 3) evidence or supporting documentation that supports the grounds on which the protest is based; and 4) the relief sought; 5) a statement of the desired changes to the procurement process or the solicitation document that the prospective offeror believes will remedy the conditions upon which the prospective offeror based its protest. The Purchasing Manager shall issue a decision on the protest no fewer than three (3) business days before the solicitation closing, unless a written determination is made by the Purchasing Manager that the public interest requires a shorter time limit.

5.0 OR EQUAL

Whenever a process is designated or a manufacturer's name, brand, or item is designated or described, it shall be understood that the words, “or equal” follow such name, designation, or description, whether in fact they do so or not, unless no substitution is stated in the specifications. Proposers shall submit to the Purchasing Analyst their intent to offer an approved equal no later than ten (10) days prior to the Proposal closing. Include detailed specifications, cut sheets, and modifications necessary that would make the proposed item equal to the desired specifications.

Approval of alternate materials and equipment shall rest solely with the City and all proposers shall be notified of such approval by addenda prior to the Request for Proposal closing.

6.0 ADDENDA AND INTERPRETATIONS

6.1 Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and proposers shall receive addenda per City Rule 137-047-0430, and as follows: City will not mail notice of addenda but will publish any addenda on OregonBuys. Proposers should frequently check OregonBuys until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

6.2 Any written addendum issued which includes changes, corrections, additions, interpretations, or information, and issued in accordance with City Rule 137-047- 0430(3) shall be binding upon the proposer.

mailto:Eugene.Purchasing@ci.eugene.or.us

RFP 20242010 Security and Fire Alarm Monitoring Services Page 6

7.0 NONDISCRIMINATION

Submittal of a proposal in response to this RFP evidences proposer’s agreement that, in performing the work called for by this RFP and in securing and supplying materials, proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, sexual orientation, source of income, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned or controlled by, or that employs a disable veteran as defined in ORS 408.225.

8.0 PREPARATION OF PROPOSALS

Proposers are expected to examine the specifications, schedules, and all instructions. The City is not liable for costs associated with preparation of proposals in response to this RFP.

9.0 EMPLOYEES NOT TO BENEFIT

No employee or elected official of the City shall be permitted to receive any share or part of the contract resulting from this RFP or any benefit that may arise therefrom.

10.0 CITY FURNISHED PROPERTY

No material, labor or facilities will be furnished by City unless otherwise provided for in this

RFP.

11.0 INTERGOVERNMENTAL COOPERATIVE PURCHASING STATEMENT

The City grants to any Oregon public governmental agencies authorization to establish contracts or price agreements under the terms, conditions, and prices of any contract between the awardee and the City resulting from this RFP.

12.0 PERFORMANCE BOND

Not Required.

13.0 PROPOSAL BOND

Not Required.

14.0 RESERVED RIGHTS

The City reserves the right:

14.1 To reject any proposal not in compliance with all prescribed public bidding procedures and requirements.

14.2 To reject for good cause any or all proposals upon the City’s written finding that it is in the public interest to do so.

14.3 To reject any and all proposals not meeting or differing from the specifications set forth herein.

14.4 To waive any or all informalities in the proposals submitted.

14.5 To consider the competency and responsibility of proposers in making any awards.

14.6 In the event that two or more proposals are identical in price, fitness, availability and quality, award shall be made in accordance with City Rule 137-046-0300.

14.7 In the event any proposer or proposers to whom a contract is awarded shall default in executing said formal contract or in furnishing a satisfactory performance bond

RFP 20242010 Security and Fire Alarm Monitoring Services Page 7 within the time and manner herein after specified, to re-award the contract to another proposer or proposers.

14.8 To extend the deadline for submitting proposals, in according with City Rule 137- 048-0250.

14.9 To negotiate additions or deletions to goods and services requested.

15.0 CONSIDERATION OF PROPOSALS

15.1 Proposals will be opened publicly by the City of Eugene Purchasing Office on a

Microsoft Teams Meeting at the due date and time indicated in the RFP or any extension thereof made by addendum. Proposers and other interested parties are invited to attend the opening; however, the identity of the successful proposer will not be determined at the opening time. CLICK HERE FOR LINK.

15.2 The City intends to award a contract to the responsible proposer submitting the most advantageous proposal, based on evaluation factors contained in the proposal, provided the proposal has been submitted in accordance with the requirements of the RFP documents, and does not exceed the funds available.

15.3 The City shall provide written notice by email of the City’s intent to award the contract. Award shall not be final until the later of the following:

15.3.1 Seven (7) calendar days after the date of the Notice of Intent to Award; or

15.3.2 City provides a written response to all timely filed protest, if any, that denies the protest and affirms the award.

15.3.3 Proposers may protest the intended contract award in accordance with City

Rule 137-047-0740.

16.0 CONTRACT AWARD

Submittal of a proposal evidences proposer’s intent to execute and be bound by the terms of the attached contract. The City will enter into contract negotiations as permitted by City Rules 137-047-0262 regarding any open terms. During negotiations, the City may require any additional information it deems necessary to clarify proposer’s approach and City’s understanding of the requested goods or services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fees and costs that best represent the goods and services required.

17.0 PUBLIC RECORDS

17.1 This RFP and one (1) copy of each original proposal received in response to it, together with copies of all documents pertaining to the award of a contract, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection. If a proposal contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following;

“This data constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.“

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance.” ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2Q1NjI3MGYtY2JmMS00YzYzLTgzYmEtMGIyZWJlOWEwZDM4%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22201568ab-e8e0-498f-ac1b-b397783a096c%22%7d

RFP 20242010 Security and Fire Alarm Monitoring Services Page 8

17.2 The above restrictions may not include cost or price information which must be open to public inspection.

RFP 20242010 Security and Fire Alarm Monitoring Services Page 9

III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awarded Proposer will be expected to support the City’s goals by implementing the following strategies where applicable.

1.0 WASTE REDUCTION

Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible. In order to increase efficient use of resources, the awarded Proposer shall adhere to the following items as applicable.

1.1 Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer to ship goods utilizing one or more of the following methods:

1.1.1 Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

1.1.2 Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

1.1.3 Eliminate non-essential parts of packaging, such as individual wrapping of components;

1.1.4 Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

1.1.5 No point of purchase material or promotional literature.

1.2 The awarded Proposer is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.3 Contractor is expected to prevent, reduce, recycle, or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2.0 IDLING REDUCTION

In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel-powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

2.1 The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

2.2 The engine is required to power auxiliary equipment (e.g., hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

2.3 Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

http://www.eugene-or.gov/sustainpurch

RFP 20242010 Security and Fire Alarm Monitoring Services Page 10

3.0 ENVIRONMENTALLY PREFERRED PRODUCTS

3.1 To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract use environmentally preferable products in production of City work products.

3.2 The awarded Proposer should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement.

Environmentally preferable products and services have characteristics that include but are not limited to the following:

• Energy Efficient

• Reusable or upgradeable

• Recyclable

• Contain post-consumer recycled materials

• Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or

• Are certified by an independent accredited third-party program such as Eco Logo or ENERGY STAR.

3.3 The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of work.

4.0 SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.” The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level. The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses in the fulfillment of the scope of work:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at:

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=23 15&TN=oregon4biz to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at http://ofp.dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz http://ofp.dasapp.oregon.gov/

RFP 20242010 Security and Fire Alarm Monitoring Services Page 11

IV. ANTICIPATED PROPOSAL SCHEDULE

The following is the anticipated schedule for submission and review of Proposals and award of the desired contract. This schedule is subject to change by the City in its sole discretion. Any change to the Proposal submittal deadline will be done by an addendum to the RFP.

ACTIVITY DATE

Request for Proposals issued ................................................................ October 25, 2023

Last date to request solicitation clarification or change………………..November 13, 2023

Last date to protest solicitation…………………...……...……….………November 14, 2023

Proposals due no later than………...……....…............November 21, 2023, at 2:30 PM

Notice of Intent to Award……………………………..……no later than December 21, 2023

The City reserves the right to delay any of the dates set forth above, if it is determined to be in the best public interest to do so. The contract shall become effective upon execution by the City.

RFP 20242010 Security and Fire Alarm Monitoring Services Page 12

V. REQUIREMENTS / SPECIFICATIONS

Scope of Services

In general, each intrusion detection system is based on the Honeywell Vista product and includes door contact sensors, motion detection, single keypads, panic buttons and cellular dialers. Fire alarm systems are based on the Honeywell Notifier system, including detection sensors and notification devices.

Contractor shall provide intrusion detection, panic alarm, and fire alarm monitoring, inspection, and repair services at the following City of Eugene locations, with the possibility of locations being added in the future:

Intrusion Detection and Panic Alarm Monitoring

1. Campbell Community Center, 155 High Street, Eugene, OR 97401

2. Echo Hollow Pool, 1655 Echo Hollow Road, Eugene, OR, 97402

3. Sheldon Community Center, 2445 Willakenzie Road, Eugene, OR 97401

4. Sheldon Pool, 2443 Willakenzie Road, Eugene, OR 97401

5. City Manager’s Office, 101 West 10th Avenue, Suite 203, Eugene, OR 97401

6. Graham Field House, 2190 Polk Street, Eugene, OR 97405

7. Risk Services, 940 Willamette Street, Suite 200, Eugene, OR 97401

8. Atrium Building, 99 West 10th Street, Eugene, OR 97401

9. Farmer’s Market, 85 E 8th St, Eugene OR 97401

10. Lamb Cottage, 130 Cheshire Ave, Eugene, OR 97401

11. Police Auditor’s Office, 101 E Broadway, 2nd Floor, Eugene, OR 97401

12. Amazon Pool, 2600 Hilyard St, Eugene, OR 97405

13. Animal Shelter, 3970 W 1st Ave, Eugene, OR 97402

14. City Hall, 500 E 4th Ave, Eugene, OR 97401

15. EWEB Steam Plant, 701 E 8th Ave, Eugene, OR 97401

Fire Alarm Monitoring

1. Campbell Community Center, 155 High Street, Eugene, OR 97401

2. Echo Hollow Pool, 1655 Echo Hollow Road, Eugene, OR, 97402

3. Sheldon Pool & Community Center, 2443 Willakenzie Road, Eugene, OR 97401

4. City Hall, 500 E 4th Ave, Eugene, OR 97401

5. Eugene Public Library, 100 W 10th Ave, Eugene OR 97401

General Expectations of Services

1. Contractor is expected to perform monitoring services on a 24/7 basis.

2. Contractor shall provide a high level of service and expertise. City staff (or Eugene

Police) shall be promptly notified of intrusion, panic, or fire alarms immediately to help reduce the potential risk of theft, vandalism, fire, or related safety issues.

3. Contractor shall maintain a prioritized list of emergency and City contacts for each site.

4. Contractor shall maintain a software system that allows authorized City staff to add, remove, or update users in the system. Software system shall have the ability to produce reports and information for management purposes.

5. Monitoring and service calls shall be performed on a time and material basis per

RFP 20242010 Security and Fire Alarm Monitoring Services Page 13

Exhibit C – Pricing Schedule.

6. Contractor shall not commence work without approval by authorized City of Eugene personnel.

Fire Alarms

1. Any vendor/technician must contact City of Eugene authorized representative in charge of security and fire panels ahead of time for any work order.

2. Contractor shall respond to any job site within seven (7) days once Notice to Proceed or Purchase Order has been issued.

3. Contractor will respond to emergencies withing twenty-four (24) hours or less.

4. All repairs and system modifications shall meet current National Fire Protection

Association (NFPA) requirements.

5. During annual inspections, a report of issues shall be submitted within a week.

6. Contractor shall provide City a quote for services prior to commencing any work.

7. Any new panel install will need to be a non-proprietary system.

Security Alarms

1. Contractor shall provide annual inspections of the security alarm systems for any issues and provide a report.

2. During annual inspections, Contractor shall verify that batteries are functioning properly.

3. Contractor shall verify the security panel is communicating with monitoring company.

4. Contractor shall respond to any job site in less than a week after Notice to Proceed or

Purchase Order has been provided.

5. Contractor will respond to emergencies in twenty-four (24) hours or less.

Training, Maintenance and User Support

1. Contractor shall provide on-site demonstration and training to authorized staff.

2. Contractor shall train authorized Facilities staff on management functions with web portal, programming software, advanced troubleshooting functions, creating arm and disarm schedules, manual disarm/override, etc.

3. Contractor shall provide a written or digital instruction manual on the operation of the security and fire panels.

4. Contractor shall provide, at no additional cost, responses to questions/inquiries within twenty-four (24) hours about the operation of the security and fire panels.

5. Contractor shall provide, at no additional cost, onside, hands-on orientation in the maintenance and operation of the security and fire panels.

Warranties

1. Labor warranty must be a minimum of one (1) year.

2. Provide a one (1) year parts warranty on any product, material, from the time of the acceptance of the installation which includes all costs for parts, or other expenses that could be incurred in the repair of the installed units.

RFP 20242010 Security and Fire Alarm Monitoring Services Page 14

Safety and Protection

1. Contractor shall be solely and completely responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with any work. Contractor shall take all necessary protection to prevent injury to all employees on the work site and other persons including, but not limited to, the general public, who may be affected thereby.

2. Contractor shall comply with all Oregon State Safety and Occupational Health Standards and any other applicable rules and regulations.

3. Contractor’s employees shall wear appropriate safety gear, uniforms, and footwear that comply with all legal requirements including, but not limited to, Occupational Safety and Health Administration (OSHA) requirements.

4. Under no circumstances shall any tools of any kind or materials being used be left unattended.

5. During the progress of the work specified herein, the Contractor shall keep the premises free from the accumulation of waste materials, rubbish and other debris resulting from the work. After completion of the work, the Contractor shall remove all waste materials, construction equipment, machinery, and surplus materials. The Contractor shall leave the site clean and ready for use by City staff.

6. Contractor shall provide signs or barricades preventing patrons and staff from entering into harm’s way during installations or repairs.

Permits

1. Contractor shall obtain all permits, licenses, and certificates, or any such approvals of plans or specification as may be required by Federal, State, and local laws, ordinances, rules, and regulations, for the proper execution and completion of the work specified herein.

Electrical

Unless otherwise agreed upon, contractor shall use their own electrician or subcontractor electrician.

RFP 20242010 Security and Fire Alarm Monitoring Services Page 15

VI. PROPOSAL SUBMITTAL REQUIREMENTS

Required Submittals

• Completed and signed Standard Proposal Form

• Completed and signed Proposal Questionnaire (scored)

Completed References Form (information from references may be considered when scoring proposal questionnaire)

Evaluation Criteria

Evaluation of the written response portion to the RFP will be based on a point system. The possible point values are listed by each evaluation category. An evaluation committee will review the responses and score points for each category. Please see the following SECTION VII.

PROPOSAL EVALUATION PROCEDURES for a summary of the complete evaluation process.

The Proposal Questionnaire evaluation points per category are:

• Experience up to 30 points

• Familiarity up to 20 points

• Capability up to 20points

• Staffing up to 20 points

• Rates up to 10 points

• References may be checked to confirm above criteria and considered when awarding points.

Written Proposal Total Possible Points: 100

The Purchasing Agent responsible for the solicitation may contact proposers for clarification of Proposals; however, no additions, deletions, or substitutions may be made to Proposals that cannot be termed as clarifications. Proposer’s responses to questions should restate the question and provide the clarification requested.

RFP 20242010 Security and Fire Alarm Monitoring Services Page 16

VII. PROPOSAL EVALUATION PROCEDURES

A. DETERMINING RESPONSIVENESS OF WRITTEN PROPOSALS

Each proposal submitted in response to this RFP that conforms in all material respects with the requirements set forth in the solicitation documents and all requirements of the Oregon Public Contracting Code and City of Eugene Public Contracting Regulations shall be deemed a “responsive proposal”. The City will notify any proposers who submitted a non-responsive proposal to inform them that it did not meet the requirements and will therefore not be considered for contract Award.

B. EVALUATION OF WRITTEN PROPOSALS

The City will evaluate each responsive proposal according to the criteria described in this RFP on a point system.

Evaluation of all written proposals may result in the establishment of a competitive range from which the final selection will be made. As provided for in 137-047-0261, the City may award to the highest ranked proposer at any tier.

C. COMPETITIVE RANGE, DISCUSSIONS, & NEGOTIATIONS

Pursuant to 137-047-0262, the City may establish a competitive range after evaluating all responsive proposals in accordance with the evaluation criteria set forth in the RFP. After evaluation of all proposals in accordance with the criteria set forth in the RFP, the City may determine and rank the proposers in the competitive range.

After determination of the competitive range the City may either: Provide written notice to all proposers of its intent to award the contract to the highest-ranked proposer in the competitive range; or engage in discussions with proposers in the competitive range and accept revised proposals from them and following such discussions and receipt and evaluation of revised proposals, conduct negotiations with the proposers in the competitive range.

Notice of Competitive Range. The City shall provide written notice to all proposers identifying proposers in the competitive range. The City provides an opportunity for proposers excluded from the competitive range to protest the City’s evaluation and determination of the competitive range in accordance with Rule 137-047-0720.

Competitive Range Discussions and Revised Proposals. The City may choose to enter into discussions with proposers in the competitive range as outlined in 137-047-0262(2).

D. SELECTION PROCESS AND NOTICE OF INTENT TO AWARD

Notice of the intent to award will only be given to the competitive range proposers. Final award will depend upon the execution of an acceptable contract and delivery of performance bond and evidence of insurance, if required, and may be withdrawn by the City at any time prior to execution of the contract by the City.

Proposers in the competitive range may protest the City’s intent to award in accordance with Rule 137-047-0740.

RFP 20242010 Security and Fire Alarm Monitoring Services Page 17

VIII. FORMS TO SUBMIT WITH PROPOSAL

CITY OF EUGENE

STANDARD PROPOSAL FORM

Solicitation No. RFP 20242010

I, the undersigned, and authorized representative of (Company Name) certify the following:

Acknowledgement of terms, conditions, and specifications

1. The proposer represents that proposer is properly licensed and adequately experienced, equipped, organized, and financed to furnish and deliver the equipment specified and perform the services required.

2. The proposer has carefully checked the figures entered in the form, has carefully reviewed for accuracy all statements in this proposal and attachments, and agrees that the City will not be responsible for any errors or omissions of the proposer in preparing this proposal. The proposer agrees that this proposal may not be revoked or withdrawn for sixty (60) calendars days after the date on which proposals are received.

3. Addenda. The proposer acknowledges that it has received the following Addenda No(s):

__________________ and agrees that all addenda issued are a part of the contract documents and have been considered in preparing this proposal. (Proposer: insert the number of each addendum received; if no addenda were received, write “NONE” in the space.)

Compliance with Laws

Proposer hereby agrees to comply with all applicable Oregon public contracting code provisions, as more specifically described in the attached contract and associated Exhibit A.

Proposer attests that it complied with the applicable state and local tax laws including, but not limited to, ORS 305.385, ORS 305.620, ORS chapters 316, 317, and 318 for no fewer than six years into the past from signature and will continue to comply with the tax laws during the term of this contract._______ initials.

Access to Plant or Place of Business

Proposer agrees that the City may enter a contractor's or subcontractor's plant or place of business during normal business hours for the following purposes: inspect and/or test supplies or services for acceptance by the City pursuant to the terms of the Contract and investigate the proposer's minority business certification or other proposer qualifications.

Cooperative Purchasing

The proposer agrees_____ disagrees_____ to extend the terms, conditions, and prices of the original City of Eugene contract to any other governmental agency. Pursuant to ORS 279A.215, other governmental agencies may establish contracts or price agreements under the terms, conditions, and prices of the original contract. Agency/agencies shall have the power and authority to contract directly with the successful vendor(s).

RFP 20242010 Security and Fire Alarm Monitoring Services Page 18

CCB Registration

As a condition to submitting this bid, a contractor must be registered with the Oregon Contractors Board in accordance with Oregon State Law and disclose their registration number. Failure to register and disclose the number will make this a nonresponsive bid and the bid will be rejected, unless contrary to Federal Law. In the field below, enter your Oregon Contractor Board Registration Number.

Oregon Licensed Contractor Business Contractor Registration Number:

Expiration Date:

Certification of NondiscriminationProposer has not and will not discriminate against a subcontractor in the awarding of a subcontract because a subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225.

Noncollusion

The proposer certifies that the proposal has been arrived at by the proposer, independently, and has been submitted without collusion with, and without any agreement, understanding or planned course of action with, any other contractor, proposer, or vendor on materials, supplies, equipment, or services, described in the solicitation documents, designed to limit independent offers or competition. The contents of the proposal herein presented and made have not been communicated by the proposer or their employees or agents to any person not an employee or agent of the proposer or its surety on any bond furnished with the solicitation and will not be communicated to any such person prior the closing time of the solicitation.

We therefore offer the following equipment/service at the prices indicated hereon in fulfillment of the requirements and specifications contained within the solicitation documents and all addenda.

Company: Date:

Signature:

Title:

Name (Print):

Phone:

Address:

Email:

Company contact for this project (if different from above):

Name: Title:

Phone:

Email:

RFP 20242010 Security and Fire Alarm Monitoring Services Page 19

Required Submittal Initials

Signed Standard Proposal Form

Completed Proposal Questionnaire

References Form

RFP 20242010 Security and Fire Alarm Monitoring Services Page 20

PROPOSAL QUESTIONNAIRE

1. Experience.

Describe your experience in providing intrusion detection, panic alarm, and fire alarm monitoring, inspection, and repair services to commercial clients and/or public agencies.

Include details regarding services provide to the City of Eugene. (30 points possible)

2. Familiarity

Describe your experience in working for public agencies within Lane County and nearby area, and/or airports or secure areas. Include specific agency names, a description of the type and size of the work involved. (20 points possible)

RFP 20242010 Security and Fire Alarm Monitoring Services Page 21

3. Capability.

Describe the range of your firm’s capabilities. As applicable, include what types of systems you have experience repairing/maintaining, what types of work you can perform, what manufactures you are authorized to repair/maintain, etc. (20 points possible)

4. Staffing.

Provide the names, anticipated role in this Contract, years of employment with Proposer, and years of industry experience. Include other details such as expertise, trainings, certifications, etc. for up to 3 key personnel that are anticipated to be assigned to this Contract if awarded. Resumes may be attached in lieu of completing the boxes below.

Limit resumes to a single page per position, and only for three positions. (20 points possible)

Name__________________________________ Role____________________________

Years of employment with Proposer__________ Years of trade experience_________

RFP 20242010 Security and Fire Alarm Monitoring Services Page 22

Name__________________________________ Role____________________________

Name__________________________________ Role_____________________________

5. Proposed Rates. (10 points possible)

Intrusion Detection and Panic Alarm Monitoring

Location Monthly Rate

Campbell Community Center, 155 High Street, Eugene, OR 97401

Echo Hollow Pool, 1655 Echo Hollow Road, Eugene, OR, 97402

Sheldon Community Center, 2445 Willakenzie Road, Eugene, OR 97401

Sheldon Pool, 2443 Willakenzie Road, Eugene, OR 97401

City Manager’s Office, 101 West 10th Avenue, Suite 203, Eugene, OR 97401

Graham Field House, 2190 Polk Street, Eugene, OR 97405

RFP 20242010 Security and Fire Alarm Monitoring Services Page 23

Risk Services, 940 Willamette Street, Suite 200, Eugene, OR 97401

Atrium Building, 99 West 10th Street, Eugene, OR 97401

Farmer’s Market Pavilion, 85 East 8th Street, Eugene OR 97401

Lamb Cottage, 130 Cheshire Avenue, Eugene

OR 97401

Police Auditor’s Office, 101 East Broadway, 2nd Floor, Eugene OR 97401

Amazon Pool, 2600 Hilyard Street, Eugene OR 97405

Animal Shelter, 3970 W 1st Ave, Eugene OR 97402

City Hall, 500 E. 4th Ave, Eugene OR 97401

EWEB Steam Plant, 701 E 8th Ave, Eugene, OR 97401

Fire Alarm Monitoring

Location Monthly Rate

Campbell Community Center, 155 High Street, Eugene, OR 97401

Echo Hollow Pool, 1655 Echo Hollow Road, Eugene, OR, 97402

Sheldon Pool & Community Center, 2443 Willakenzie Road, Eugene, OR 97401

City Hall, 500 E. 4th Ave, Eugene OR 97401

Eugene Public Library, 100 W. 10th Ave, Eugene

OR 97401

RFP 20242010 Security and Fire Alarm Monitoring Services Page 24

Parts and Materials Provide percent mark-up of parts and supplies over proposer’s cost. Provide for all types of parts or supplies as applicable.

Parts and Materials Mark-up or Discount (%)

Hourly Labor Rates

Type of Service Rate

RFP 20242010 Security and Fire Alarm Monitoring Services Page 25

REFERENCES

RFP 20242010 Security and Fire Alarm Monitoring Services

PROPOSER’S NAME: _____________

REFERENCE 1

COMPANY: CONTACT NAME:

ADDRESS: PHONE NUMBER:

CITY, STATE, ZIP: EMAIL:

GOODS OR SERVICES PROVIDED:

REFERENCE 2

ADDRESS: PHONE NUMBER:

REFERENCE 3

ADDRESS: PHONE NUMBER:

Rev. 04/2023 Contract # xxxx-xxxxx Page 26

IX. SAMPLE CONTRACT

CITY OF EUGENE FACILITY TRADE SERVICES CONTRACT

Security and Fire Alarm Monitoring Services

BETWEEN: The City of Eugene, (City) an Oregon Municipal Corporation

AND: _________, (Contractor) a __________ organized and existing under the laws of the State of __________

CONTRACT NO.: _____ - _____

EFFECTIVE DATE: _____

RECITALS

A. Contractor is engaged in the business of _____, and has obtained and currently holds all licenses, permits, certifications, bonds, or other authorization required by federal, state, and local laws or regulations to engage in such business.

B. City wishes to engage a Contractor to perform certain Services described in this Agreement and the Contractor has represented that it is qualified and willing to provide such Services on the terms and conditions set forth herein.

C. The Contract described herein was awarded under the under the exemption or procedure authorized by City of Eugene Administrative Order 44-23-01-F, Public Contracting Rules 2022, Rule137-047-0260, Solicitation 20242010.

AGREEMENT

1. Incorporation of Exhibits; Definitions; Contractor’s Representations and Warranties.

1.1 Exhibits. The Contract between the parties (the “Contract”) includes and incorporates into this document (this “Agreement”) all of the following, which are listed in order of precedence:

1.1.1 Exhibit A. Exhibit A summarizes certain federal, state, and municipal laws that apply to government contracts. The provisions of Exhibit A are statements of law and may not be modified.

1.1.2 Other Exhibits. This Contract also includes and incorporates the following exhibits. The provisions of this Agreement will have priority over all conflicting provisions of the following exhibits.

Exhibit B Statement of Work / Scope of Services Exhibit C Compensation Schedule

Rev. 04/2023 Contract # xxxx-xxxxx Page 27

1.2 Definitions. With the exception of proper nouns, capitalized terms not otherwise defined herein shall have the following meanings.

1.2.1 “Agreement” means this document, entitled Trade Services Contract and ending with the signatures of all parties.

1.2.2 “Contract” means the written statement of the parties’ mutual and respective agreements, promises, undertaking and rights as set forth in this Agreement and all incorporated exhibits.

1.2.3 “Services” means all of the products and Services to be provided by Contractor under the Contract, as described in Exhibit B.

1.3 Contractor’s Representations and Warranties. Contractor makes the following representations and warranties to City:

1.3.1 Contractor and Contractor’s personnel are and will at all times hereunder hold all licenses, permits, certifications, bonds, or other authorization required by federal, state, and local laws or regulations to perform the Services.

1.3.2 As of the date of execution hereof, there are no claims, suits, or proceedings, or threats thereof, seeking to enjoin the execution of the Contract by Contractor or the effect of which could prevent Contractor from performing or having the authority to perform the Services.

1.3.3 Neither the execution of the Contract nor the performance of the Services will constitute a breach or violation of any other contract, agreement, or law by which Contractor is bound or to which Contractor or any of its personnel who will perform the Services are subject.

2. Services.

2.1 Term. Contractor shall begin to provide the Services on _____ or, if later, as soon as this Agreement has been executed by all parties (the "Commencement Date").

The term of the Contract shall be for one (1) year unless earlier terminated in accordance with paragraph 14 (the “Term”). Contract may be renewed for four (4) additional one-year terms upon mutual written agreement of the Parties, for a total of five (5) years.

2.2 Security. If the Services will be performed on City property, Contractor will comply with all of City’s security policies and procedures.

2.2.1 Contractor is responsible for ensuring building and site security while on the site. Contractor will adhere to all building rules, regulations, and procedures while on-site.

2.2.2 It is required by the City that all of Contractor’s employees working on City sites be subject to a Eugene Police Department (EPD) security background check prior to being allowed access to a City site to perform work. The City will provide Contractor with security background check forms. Completed

Rev. 04/2023 Contract # xxxx-xxxxx Page 28 forms will be returned to the Facility Operations/Maintenance Manager, 210 Cheshire Ave., Eugene, OR 97401. Contractor employees failing to meet minimum EPD security standards will not be permitted on-site. Basic criteria for rejection include any felony conviction or any conviction of a Class A misdemeanor within the last two years. Disqualification may also be based on arrests still pending in the courts, weapons offenses, or any pattern of behavior EPD considers a security risk. EPD will be the sole judge of whether a Contractor’s employee meets the requirements for passing the security background check. Decisions by EPD are final and not subject to appeal.

2.2.3 City Vendor ID/Access Control badges will be issued by the Facility Management Division at 210 Cheshire Avenue by appointment, only.

Appointments may be scheduled by calling (541) 682-2690.

2.2.4 Contractor is responsible for all costs related to obtaining security clearances, badges. and replacement badges. Additionally, Contractor is responsible for the care and safe keeping of all Vendor ID/Access Control badges issued to Contractor and/or Contractor’s employees. Contractor is responsible for immediately reporting all lost or stolen badges to the Facility Management Division at (541) 682-2690.

2.2.5 Appropriate Vendor ID/Access Control badges must be carried by Contractor employees and visibly displayed at all times when on City sites. Contractor employees without proper identification will not be allowed on-site.

2.2.6 All City-issued Vendor ID/Access Control badges are the property of the City and Contractor is responsible for immediately returning all Vendor ID/Access Control badges to the City at the Facilities office at 210 Cheshire Avenue upon termination of the Contract.

3. Compensation. Subject to City’s right of offset for breach, Contractor will bill City for the

Services by submitting periodic invoices that conform to the requirements of Exhibit C.

Payment shall be made Net 30 days after City's receipt of an invoice from Contractor itemizing the Services performed. Notwithstanding the foregoing, City will have the right to withhold payment for any item which City disputes in good faith, provided that City pays for all non-disputed items and takes commercially reasonable action to resolve the dispute.

4. City's Obligations. City shall have the following obligations with respect to performance of the Services:

4.1 Maintenance. Except for Contractor's obligations specified in this Agreement, City shall maintain the structural integrity of the Facility in good condition and repair, as determined by City.

5 Performance of Services. Contractor shall perform the Services with a high…