262857MKM_Solicitation_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

IFB Part I Revised 10/6/25 Page 1 of 5

IFB #: 262857MKM

IFB TITLE: FIRE AND SECURITY ALARM SYSTEM SERVICES

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive bids on the date indicated in OpenGov Procurement (“OpenGov”), the County’s electronic procurement portal, for the purpose of selecting a contractor to provide monitoring, inspection, repair, and installation services of fire and security alarm systems as stated herein.

Bidders are required to comply with Part II, Scope of Services.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 BIDDER

2.1 For the purpose of this IFB, the term “Bidder” (also identified as “Offeror”) is defined as the legal entity submitting a bid and/or identified on the electronic bid submittal.

2.2 Bidders intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their bid submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Bidder.

2.2.1. Bidders proposing to engage in construction contracting as a joint venture or partnership must apply for registration with the State of Florida, Department of Business and Professional Regulation (DBPR) and any other state or local licensing agencies, as required by Florida State Statute 489.119, prior to the date bids are due.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide verifiable commercial, industrial, institutional, or governmental references demonstrating their experience providing each of the following within the past seven (7) years preceding the submission deadline in OpenGov. A minimum of two references are required.

a. Two references validating inspection, repair and installation of fire and security alarm systems.

b. One reference validating monitoring of fire and security alarm systems.

3.1.2. At least one (1) reference must be for a governmental

institution.

IFB Part I Revised 10/6/25 Page 2 of 5

3.1.3. A single reference may be used to verify multiple

requirements. Only references submitted at the time of bid submittal in the format specified by the County will be used to verify qualifications have been met.

3.2 Required Licenses/Certifications

3.2.1. Bidder must have either a Certified Alarm System Contractor I or Certified Alarm System Contractor II license issued by the Florida DBPR. License(s) must be active at time of bid opening. Required certification(s) must be achieved prior to bid opening.

3.2.2. Failure to submit proof of required licenses or certifications within three (3) business days after request from the County may result in bidder being declared non-responsive.

3.3 Bidder shall be required to meet all requirements of Part II, Section 6 prior to award and throughout the term of any resulting Contract.

Following verification of Qualifications, the County may require the apparent low responsive and responsible Bidder to provide evidence demonstrating it satisfies all requirements of Part II, Section 6. Failure of the Bidder to provide evidence of requirements that demonstrate the Bidder’s ability to perform the Scope of Services to the County’s satisfaction may result in a determination by the County that the Bidder is non-responsible.

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFB, reference to any equipment, material, article or patented process, by trade name, brand name, make or catalog number, shall be regarded as establishing a minimum standard of quality and shall not be construed as limiting competition.

4.2 If a bidder wishes to make a substitution in the specifications, the bidder shall furnish to the County the name of the manufacturer, the model number, and other identifying data and information necessary to aid the County in evaluating the substitution. Any such substitution shall be subject to County approval. Substitutions shall be approved only if determined by the County to be equivalent to the prescribed specifications.

4.3 To be considered, substitutions must be submitted to the Procurement Contact listed in OpenGov no later than the Question Submission deadline listed in OpenGov. Substitutions must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments. The County shall respond via addendum in OpenGov indicating whether the substitution has been approved or denied.

4.4 A bid containing a substitution that has not been approved by the County shall be disqualified.

IFB Part I Revised 10/6/25 Page 3 of 5

5.0 PRE-BID MEETINGS

In the event a meeting and/or site visit is scheduled it will take place at the time, date, and location specified in the Solicitation Timeline posted in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

Refer to the Submittal Instructions section in OpenGov for instructions on how to submit a bid. Bidders are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All bidders must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with bidder’s response in OpenGov. Bidders who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.2 Pricing

All bidders must complete the Pricing Table provided in OpenGov.

Bidders who fail to fully complete the pricing table in OpenGov may be found non-responsive.

8.0 AWARD

8.1 It is the intent of the County to award a contract to the responsive and responsible bidder submitting the lowest total bid price, including line items for percent markup. Unless otherwise noted, bidders must submit a price for every line item to be considered for award.

8.2 In the event of a tie, the IFB tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

8.2.1. To be considered, tied bidders will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

8.3 Preferences

Bidders wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

IFB Part I Revised 10/6/25 Page 4 of 5

In awarding this bid, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply in the award of this bid due to grant funding requirements.

8.4 Contract

A draft of the contract that the successful bidder will be expected to sign (a Term Contract) is posted on the Procurement website shown below.

The County may, at its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

9.0 PRICING

9.1 As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

9.2 As applicable, estimated usage for each item is listed in the bid. This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts.

Quantities listed herein are subject to increase or decrease during the term of the contract. In either occurrence, the Offeror will perform the work at the unit price as bid. The County, at its discretion, may authorize an initial contract for a greater not-to-exceed amount than that submitted by the Bidder.

10.0 COUNTY WORKPLACE COMPLIANCE

10.1 Smoking – Smoking is not permitted inside any County facility. Smoking is restricted to designated smoking areas outside a facility.

10.2 Parking – The Bidder’s representatives shall abide by all parking restrictions. The Bidder’s vehicles are subject to the same restrictions, limitations, fines and tickets as posted for any other vehicle. Where time limit restrictions exceed the required time to provide services, arrangements shall be made in advance.

10.3 Alcohol/Drugs – Service personnel under the influence of alcohol and/or non-prescription drugs are not permitted to work in County facilities.

Any person known or thought to be under these influences will be escorted off County property.

10.4 Security - The Bidder must adhere to all Sarasota County security procedures. The Bidder’s work force shall be made up of persons legally authorized to perform work in the United States. The Bidder shall, at the County’s request, submit the following information for each of their

IFB Part I Revised 10/6/25 Page 5 of 5 employees: name, date of birth, social security number and green card (if applicable).

10.5 Identification - The Bidder shall require all employees to visibly wear identification while on County property. Said identification shall contain a color photograph of the employee, the name of the employee and the name of the company. The Bidder shall require all employees to wear a company uniform, which shall include the name of the employee and the company. Persons not conforming to this requirement may be denied access to the building. Denial of access does not alleviate the Bidder’s responsibilities herein.

11.0 CONTINGENCY

Only applicable if this box is checked

If during the performance of construction or repair work, an unforeseen circumstance occurs that triggers an additional expense, a contingency of up to 10% may be allowed. Any use of contingency funds is subject to the written approval of the County project manager, and any unused contingency shall not be paid out as a part of any final payment.

(END OF PART I)

PART II

SCOPE OF SERVICES

Revised 10/07/20 Prepared by General Services Department Part II - Page 1 of 13

1. OVERVIEW

Contractor shall provide fire and security alarm system services which include monitoring, inspection, repair, and installation services at various County owned and/or operated facilities throughout the County. These services are categorized as follows:

A. Group A - Fire and Security Alarm System Monitoring Services

B. Group B - Fire Alarm System Annual Inspections

C. Group C - Fire and Security Alarm System Repair Services

D. Group D - Fire and Security Alarm System Installation Services

2. GROUP A – Fire and Security Alarm System Monitoring Services

A. Contractor shall perform fire and burglar alarm monitoring services for each required facility, as listed in Attachment A – Location List, in accordance with applicable current Florida Statutes and Rules. All fire and security lines should be bid at the cellular monitoring rate.

B. Contractor shall provide monitoring services using a licensed monitoring company per Florida Statute 489.505.

C. At all times during the Contract, Contractor shall utilize a Central Monitoring Station certified by a National Fire Protection Association (NFPA) 72 approved third-party listing organization (UL, FM, or ETL) physically located in the continental United States with a local or “800” type of telephone number for location communication between the County and Central Monitoring Station. Alarm services for Central Monitoring Station shall include the central station physical facility, exterior communication channels, subsidiary station, and signaling equipment located at the protected premises. Central Monitoring Station Services shall consist of the following elements:

i. Alarm system protection/notification 24 hours a day, 365 days a year.

ii. Must have the capability of monitoring with an Advanced Encryption Standard (AES) wireless radio mesh network.

iii. Immediate notification to fire and police departments.

iv. Specific (addressable) signal notification that pinpoints alarm origin to minimize loss and expedite response.

v. Instant access to customer premises and procedural information.

vi. Provide the most current electronic monitoring technology or update to the most current, at the request of the County.

vii. Customization to address alarm system and trouble conditions.

viii. Provide a daily report via email or website, of any troubles and alarms to the County.

ix. Testing and maintenance.

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D. The monitoring systems shall be able to distinguish between an alarm system trouble, phone line trouble, Digital Alarm Communicator Transmitter (DACT) trouble, supervisory system trouble or alarm. The DACT must dial the central station using a toll free or local phone number.

The majority of alarm systems within the County are cellular dialers;

however, any locations with landline connections for fire alarms shall have two dedicated (or one dedicated and one redundant) phone lines connected with RJ31X jacks shall be provided by the County.

E. Contractor shall notify the County immediately of any changes made to its Central Monitoring Station, such as change in subcontract or physical location.

F. Contractor shall perform an automatic phone line and DACT test every 24 hours to ensure that the equipment is working properly.

G. Contractor shall provide direct remote access (cell phone application and internet) and training for County staff to obtain real time/daily/monthly reports by location, date, time of troubles/alarms and who was contacted, at no cost to the County, within 30 calendar days of contract award.

H. Existing monitored systems that require re-programming at contract inception, shall be performed by Contractor and shall be reimbursed by the County based on the number of hours expended, up to a maximum of 120 hours. The reimbursement is for both Fire and Security re-programming and shall be at Contractor’s “Certified Alarm Technician” hourly rate as listed on the Contract Fee Schedule. Contractor shall also provide and install a DACT for connection to the fire alarm control panel, where integration between systems is required.

i. Contractor shall complete re-programming of systems within four weeks of the contract effective date.

I. The County reserves the right to add additional monitoring locations at any time. The rate for the additional monitoring shall be at the rate listed on the Contract Fee Schedule.

3. GROUP B - Fire Alarm System Annual Inspections

A. Contractor shall perform an annual inspection consisting of testing, cleaning, adjustments, calibration, reporting and documentation.

B. Sarasota County personnel shall be present during all annual inspections and testing. Contractor shall provide inspections at a mutually agreeable schedule between Contractor and County.

C. Inspections shall be performed Monday through Friday, during normal business hours, defined as 7:00 a.m. to 5:00 p.m., unless otherwise designated.

D. Testing of audible and visible devices at specific facilities, as noted on the Contract Fee Schedule, shall be performed after hours or weekends.

Contractor shall not invoice for additional after-hours charges.

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E. Contractor shall provide complete inspection services. Functional testing shall be completed in accordance with NFPA standards 72, Chapter 14 – current adopted addition and Authority Having Jurisdiction (AHJ), along with State Fire Marshal, Rule 4A-48.

F. An inspection form shall be completed at the end of every inspection. The form shall be sent via email within two (2) weeks of inspection date, to the designated County Representative. The form shall be signed by the testing technician and a County representative, with a statement that alarms were tested and monitored, with remarks concerning status of system.

Inspection forms shall contain the following:

i. Date

ii. Type of inspection

iii. Building tested

iv. Type of device being tested

v. Number of devices being tested

vi. Condition of devices.

G. The County reserves the right to add additional inspection locations at any time. During such instances, the County and Contractor shall reach an agreed upon rate for additional inspection locations comparable to existing County inspection location rates with comparable systems.

i. The County shall provide Contractor with a New Asset Fire Alarm Inspection Services Quote form, attached as Attachment B, when services for a new or revised site are needed.

ii. Contractor shall have ten (10) days from the date of County’s request to respond by completing and returning the New Asset Fire Alarm Inspection Services Quote form.

iii. New Asset Quotes shall be prepared using the same pricing methodology applied to existing assets. Pricing shall be comparable to the rates of assets with similar size, equipment, and other like apparatus.

iv. The New Asset Fire Alarm Inspection Services Quote, if accepted by the County, shall be effective for the new or revised services for no longer than 120 days while the County prepares a written amendment to the Term Contract to add or revise the Contract Fee Schedule at the price outlined in the accepted New Asset Fire Alarm Inspection Services Quote form.

v. Contractor shall be responsible for commencing and performing the quoted services during the interim period until the contract amendment is fully executed.

4. GROUP C - Fire Alarm System Repair Services

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A. Contractor shall provide repair and part replacement services, with Certified Alarm Technicians on an as-needed basis. Contractor shall provide regular service and emergency service (24 hours a day, 7 days a week), at the rates listed on the Contract Fee Schedule.

B. Contractor shall make repairs/replacements resulting from a failed alarm inspection. These repairs/replacements shall include a reinspection of the device(s) upon completion of the repair with County staff present to document a successful inspection. The number of hours to provide the repair/replacement and reinspection shall be at the hourly labor repair rate as listed on the Contract Fee Schedule.

C. Contractor shall complete the repair by the end of the service call. In the event repairs cannot be completed with the initial response, Contractor shall make every effort to provide limited repair to the system such that it can function effectively until complete restoration can be made. If alarm systems are not functioning and cannot be repaired pending part replacement, Contractor shall immediately notify the County as a fire watch may be required.

D. Contractor shall order all parts for repair services. All part orders must be manufactured by the Original Equipment Manufacturer (OEM). If the OEM parts are not available, parts equal in quality may be substituted with prior written approval from the County. Contractor shall charge their actual cost for materials plus the materials markup as listed on the Contract Fee Schedule for repair services.

E. The County reserves the right to determine the urgency and necessity of emergency shipping, and the County shall be responsible for any such charges (i.e., overnight shipping) incurred as a result. At the request of the County, by phone or in writing, Contractor shall perform all tasks for expediting the work and shall include the emergency shipping and other expediting costs in their invoice. Any emergency shipping costs shown on the invoice shall also designate, by name, the County employee who authorized the shipping.

F. Prior to the County’s express acceptance of delivery of products, Contractor assumes full responsibility for all transportation, transportation scheduling, packing, handling, insurance, and other services associated with delivery of all products deemed necessary under this scope of services.

5. GROUP D - Fire Alarm System Installation Services

A. Contractor shall provide Certified Alarm Technicians to provide installation services.

B. All systems shall be installed in accordance with the specifications and standards approved by the AHJ.

C. Contractor shall provide a project estimate to include the scope of work, the estimated length of the project, and a detailed cost estimate, which includes the number of work hours, hourly rate, number and types of

Prepared by General Services Department Part II - Page 5 of 13 employees required, materials, special equipment, and permits. Contractor shall provide an estimated start date to provide the County with an idea of when Contractor will be available to start the project.

D. Contractor shall verbally respond within 24 hours and provide a written project estimate within five (5) business days.

E. Contractor shall not charge the County for a project estimate.

F. If unforeseen or unknown repairs not within the scope of the original service request or proposal are required, Contractor shall provide a revised project estimate with the same criteria that is required for the initial project estimate and indicate the additional costs.

G. No additional work shall commence until the County approves the revised project estimate. Evidence of the County’s approval shall be through a change order to the original purchase order (PO).

H. Installation Services may include, but not be limited to:

i. Fire Alarm Panels: Replace existing or install new fire alarm systems.

The County currently uses various fire alarm systems; however, preferable new system installations will typically be the Silent Knight Fire Alarm System. Other non-proprietary comparable systems may be installed, depending on building conditions. These systems must be pre-approved, in writing, by the County.

ii. Programming: Program newly installed equipment into the existing monitoring systems and ensure functionality before job completion, sign-off, and invoicing.

iii. Fire Alarm Devices: Replace existing fire alarm devices with addressable Silent Knight or other comparably County pre-approved devices.

iv. Voice Evacuation Systems: Installation of Silent Knight or other County pre-approved comparable voice evacuation panels.

v. Existing Hardware: Replacement of existing strobes, horns, and speaker strobes with system sensor devices, where required.

vi. Wiring: Use existing wiring where possible, or if not possible, pull new wire for speaker strobes and other devices.

vii. Permits and Paperwork: Contractor is required to obtain all permits and required paperwork for installation of new or existing fire alarm systems.

viii. Existing Equipment: All existing equipment, once replaced, shall remain the property of the County.

ix. Floor Plans: The County shall furnish blueprints or building floor plans when available to assist Contractor with installation.

x. Testing: Complete functional testing shall be performed on 100% of the devices and systems installed prior to sign-off of installation.

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xi. Completion of a New Asset Fire Alarm Inspection Services Quote so an amendment to the contract can be completed to add inspection services for the new asset after installation is complete.

6. CONTRACTOR REQUIREMENTS

A. Contractor shall hold either a Certified Alarm System Contractor I or Certified Alarm System Contractor II license issued by the Florida Department of Business and Professional Regulation (DBPR) throughout the term of the Contract.

B. Contractor shall use Certified Alarm Technicians with Fire Alarm System Agent (FASA) or Burglar Alarm System Agent (BASA) certification, issued by DBPR throughout the term of the Contract.

i. Upon request, Contractor shall provide the County with valid copies of license and/or certification within 72 hours (three business days).

7. CONTRACTOR RESPONSIBILITIES

A. Contractor shall provide all personnel and equipment necessary to perform the services described herein. Contractor shall be responsible for providing ladders, extension ladders, lifts, scissor lifts, hydraulic lifts, and any other equipment or device required to service all locations properly.

B. Contractor shall have the capability to service multiple locations at any given time. Contractor shall designate one employee as principal with full responsibility for directing the entire crew. Each principal shall be authorized to act for Contractor in every detail and must speak and understand English.

C. Contractor shall be authorized to service, install and repair Siemens systems. Most software, parts, and components installed, regardless of size and function, should be non-proprietary; however, where an exception must be made, Contractor shall first obtain written permission from the County. Installation of proprietary software, parts and/or components, in the absence of written permission to do so, shall require Contractor to remove said installation and reinstall as required, at the sole cost of Contractor.

D. All work shall conform to all existing City, County, State and Federal laws, codes and regulations. All work shall conform to current NFPA standards and specifications as adopted by the State of Florida and as per equipment manufacturer’s recommendations and specifications. The work must be accomplished with professional methods employing all known and customary standards of the trade and industry.

E. Contractor shall conform to all Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA) and NFPA regulations and standards. It is the responsibility of Contractor to keep informed as to changes and act accordingly.

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F. Contractor shall provide the County with a Certificate of Compliance and/or Notice of Completion, each time a system is installed, serviced, tested, repaired, improved or inspected.

G. Contractor shall comply with NFPA Standards 72 guidelines for record keeping. The following processes shall be required:

i. Contractor shall maintain in his file all records of any fire protection system having been serviced and shall be made available to the State Fire Marshal upon request.

H. Contractor shall be responsible for any fines incurred due to an activation and fire department response during an inspection, repair, installation, or due to a monitoring error.

I. Contractor shall not alter any equipment without prior written approval from the County. All systems shall be left in normal operating condition.

If for any reason this cannot be accomplished, the County shall be notified in writing before Contractor leaves the premises.

J. Contractor shall not service, test, or otherwise take out of service any engineered or pre-engineered fire suppression systems. Any impacts to suppression systems while servicing alarms shall require a notification to the County personnel who are accompanying Contractor’s technician.

K. Contractor shall coordinate inspection schedules with the County prior to inspection dates. Contractor shall be accompanied by County staff during the inspection process.

L. Contractor shall act in accordance with specific facility security guidelines, during entering and exiting of buildings. The County shall provide security guidelines to Contractor prior to starting work, as applicable.

M. All Contractor’s personnel shall have access to cell phone or radio to communicate with each other, any subcontractors and the County.

N. Contractor’s employees shall have identification, including a uniform or lanyard with badges for the staff identifying the company name.

O. Contractor shall ensure employees display their Fire Alarm Service Agent (FASA)/Burglar Alarm System Agent (BASA) identification badge at all times.

P. Contractor’s vehicles shall have identification (i.e., a sign affixed to the vehicle) and be equipped with proper safety equipment as required by transportation authorities.

Q. Contractor shall coordinate work so that there is minimal to no interruption to daily work at any location and shall notify the County whenever on County property to perform requested work.

R. Meeting Attendance

i. Mandatory Kick-Off Meeting: Upon approval of the contract, Contractor shall attend a mandatory kick-off meeting with County

Prepared by General Services Department Part II - Page 8 of 13 representatives to discuss important information related to the contract and scope of services.

ii. Performance and Project Report Meetings: Contractor shall be required to participate in performance and project report meetings as deemed necessary by the County, during the term of the contract.

iii. The County shall not be responsible for payment to Contractor for any briefings or meetings held between the County and Contractor, as these meetings are to the mutual benefit of both parties.

S. Contractor shall provide the County’s Administrative Agent with either:

i. The phone number of their answering service that is monitored 24-hours per day for emergency response, or

ii. Two points of contact (a primary and a secondary) along with each contact’s phone number.

iii. If the phone number or points of contact change during the duration of the contract, Contractor shall immediately notify the County’s Administrative Agent of the change and provide updated information.

T. All correspondence between the County and Contractor concerning services within the scope of this agreement shall contain the contract number, work order (WO) number (if provided) and PO number.

U. Contractor is responsible for any damage to County or third-party property caused by Contractor or their employees. Restoration shall be made to the County’s satisfaction.

V. Contractor shall ensure conditions on the work site always reflect good housekeeping and safety practices. Contractor shall be responsible for all trash and debris disposal, resulting from work performed by Contractor, from the work site.

W. Contractor shall document and report all safety-related incidents on the project site immediately to the County’s Project Manager or the County’s Administrative Agent.

X. All material stored at a County facility by Contractor or subcontractors working for Contractor to be used in work performed at that facility must be stored in an approved area, authorized by the County representative in charge of the project.

i. Stored tools, equipment and materials (all parts and pieces), belonging to Contractor or a representative (subcontractor) of Contractor, and stored at a County site, shall be the sole responsibility of Contractor.

The County shall not be held liable for missing or stolen items.

ii. If required by the County, and within 48 hours written notice by the County’s Project Manager or Administrative Agent, Contractor shall remove any stored tools, equipment and materials from County sites.

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Y. Contractor shall be responsible for any and all permitting and must send a copy of the permit to the County’s project manager, as listed on the County’s PO, prior to commencing work.

Z. Contractor shall, under no circumstances, remove any equipment containing a County asset sticker. Contractor shall notify the County’s project manager or Administrative agent by phone or in writing that equipment identified for removal contains an asset sticker. Once the asset tag is removed by County staff, Contractor may proceed with removal.

8. BACKGROUND CHECKS

A. Contractor’s personnel may be required to have unescorted access to County and judicial offices and other areas containing certain criminal justice records and is now required by federal and state law to submit to an electronic criminal background check, fingerprinting and a biannual short training program provided by the Florida Department of Law Enforcement (FDLE). An authorization and consent for release of personal information form must be completed and acknowledges that Sarasota County Government and the Sarasota County Sheriff’s Office may conduct an investigation of criminal history information on file in local, state or federal agencies. A Secure Criminal Justice Information Services (CJIS) Facilities Addendum is attached hereto and incorporated herein and details the security requirements.

B. All Contractor personnel who perform services in designated Sarasota County facilities must pass FDLE’s CJIS background checks. Sarasota County shall provide the forms to the Contractor for completion. Said forms shall be forwarded to the County to perform the background checks for acceptance or rejection before the Contractor’s personnel may enter County facilities to provide the services herein described.

C. The County reserves the right, in its sole discretion, to preclude or deny access to any person known to be or thought to be a security risk. Failure of the Contractor’s personnel who shall perform services in Sarasota County facilities to pass the CJIS clearance may result in termination of the Contract.

D. The Contractor shall ensure that unauthorized persons cannot gain access to rooms, areas, or building under the control of its personnel. At no time shall the Contractor violate building and/or room security by propping doors or gates open and leaving them unattended, unless the County has provided its own security door monitor. All gates, entrance and exit doors shall be secured at all times.

E. Contractor staff working in the 12th Judicial Circuit Court buildings shall also be required to complete an “Authorization and Consent for Release of Personal Information and Criminal Background Check” form provided by the Court.

F. All work performed at the County’s jail facilities shall require the Contractor’s employees to provide a Vendor Tool Inventory pursuant to the

Prepared by General Services Department Part II - Page 10 of 13 rules and regulations of the Sarasota County Sheriff’s Office. The County’s jail facilities shall provide the Contractor’s employees with the Vendor Tool Inventory form to complete as directed by County Jail staff. The Vendor Tool Inventory form requires the Contractor to list all inventory brought into the jail and out of the jail, which shall be verified by County jail staff.

9. HOURS OF WORK

A. Contractor shall be available to perform requested services at the times specified by the County, which include normal business hours, after normal business hours, weekends, and County observed holidays.

i. Normal Business Hours are defined as Monday through Friday 7:00 a.m. – 5:00 p.m., except County observed Holidays.

ii. After Normal Business Hours are defined as Monday through Friday 5:01 p.m. – 6:59 a.m., weekends, and County observed Holidays.

B. Emergency service may occur during normal business hours and after normal business hours.

C. Any service performed outside of normal business hours requires verbal or written pre-approval of the County.

10. DISPATCH OF WORK / RESPONSE TIME

The County shall designate each request for dispatch of work as either an inspection, repair or installation. The County shall designate whether a request for service is an emergency or a non-emergency situation.

A. Annual Inspection Services – schedules shall be coordinated with the County’s Field Agent by email with an agreed upon schedule for each inspection site.

B. Service Calls – Requests for service shall be dispatched by means of a phone call or email, followed up with a WO number.

i. The County shall designate each service or repair request as either an emergency or a non-emergency situation.

ii. The WO number must be referenced on all correspondence, including invoicing.

C. Non-Emergency Service Calls: Service calls for non-emergencies shall be dispatched by means of a phone call or email.

i. Contractor shall verbally respond to non-emergency service requests within 24 hours of notification.

ii. The County reserves the right to schedule times and dates for performance of non-emergency services.

iii. Unless approved by the County by phone or in writing (via email), the date of service shall not be greater than five business days from the date of the initial service request.

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iv. If a WO number is issued, this number must be referenced on all correspondence, including invoicing.

D. Emergency Service Calls: Service calls for emergencies shall be dispatched by means of a phone call; the County shall follow up with written documentation to Contractor regarding that request.

i. Contractor shall be available for emergency service seven days a week, 24 hours a day.

ii. Contractor shall verbally respond to each request for emergency service within one hour of notification and shall have a qualified person on site within two hours of the initial notification.

E. Contractor must respond to the County by phone or in writing as to the status of all work within 24 hours of the County’s request. This response shall occur after any change in project status.

11. PARTS AND MATERIALS

A. All replacement parts shall be original equipment manufacturer (OEM) or County approved alternate.

B. The County reserves the right to purchase any parts or materials for Contractor to install, without the addition of Contractor’s markup. The County shall notify Contractor by phone or in writing of its intent to purchase any parts or materials to avoid duplication.

C. The County reserves the right to determine the urgency and necessity of emergency shipping and the County shall be responsible for any such charges (i.e., overnight shipping) incurred as a result. At the request of the County, by phone or in writing, Contractor shall perform all tasks for expediting the work and shall include the emergency shipping and other expediting costs in their invoice. Any emergency shipping costs shown on the invoice shall also designate, by name, the County employee who authorized the shipping.

D. Prior to the County’s express acceptance of delivery of products, Contractor assumes full responsibility for all transportation, transportation scheduling, packing, handling, insurance, and other services associated with delivery of all products deemed necessary under this scope of services.

12. RENTAL EQUIPMENT

A. The use of rental equipment may be required. This is for equipment that is used on occasion, not in the regular course of the scope of services described herein.

B. The cost of the rental equipment shall be paid at Contractor’s actual cost from the rental facility plus the percentage mark-up on the Contract Fee Schedule. A mark-up on sales tax will not be allowed. Rental is for active use. Payment for inactive use will not be allowed. Written approval from the County is required prior to the rental of this equipment.

Prepared by General Services Department Part II - Page 12 of 13

13. INVOICING

A. All County sites receiving fire and/or alarm monitoring services will be listed on one County-issued Monitoring PO. Contractor shall invoice for monitoring services at the end of each month in the format listed on the Monitoring PO.

B. Inspections shall be invoiced within two weeks of completed inspection date. Inspections are invoiced at the rate listed on the Contract Fee Schedule by location.

i. Testing of audible and visible devices shall be invoiced at the Contract Fee Schedule rate for annual inspections. Contractor shall not invoice for additional after-hours charges.

C. Repair services shall be invoiced within two weeks of completion of work.

The invoice shall clearly indicate the County’s WO number and PO number.

D. Installation services shall be invoiced at the completion of the project, including a passed testing inspection. Contractor shall invoice the County within two weeks of passed inspection. The invoice shall clearly indicate the County’s WO number and PO number. Contractor shall indicate on the invoice if it is the final billing.

E. For Repair and Installation Services:

i. Contractor shall invoice for time spent on the job for the service provided, at the hourly rate (regular, after hours, emergency or installation) listed on the Contract Fee Schedule. Hourly charges are to begin when the appropriate technician arrives at the jobsite. All trip charges, mileage, vehicle charges, travel time and labor shall be included in the hourly rate.

ii. If parts and materials are listed on Contractor’s invoice, Contractor shall provide supporting documentation (such as a quote or invoice) indicating the cost paid to the supplier. The markup claimed by Contractor shall be listed separately (either by total or by individual item) for ease of review and payment by the Clerk of the Circuit Court Finance Office.

iii. Rental equipment costs shall clearly show the description of the rental equipment used, number of hours or days of active use on the jobsite, and a copy of the rental equipment invoice shall be submitted with Contractor’s invoice.

iv. Subcontracted services invoiced by Contractor shall include a copy of the subcontractor’s invoice to Contractor. Contractor’s percentage markup, as listed on the Contract Fee Schedule, shall be listed separately.

v. Permit charges on Contractor’s invoice shall include a copy of the receipt from the permitting authority and shall clearly show the cost paid by Contractor for the permit. The County shall only pay the

Prepared by General Services Department Part II - Page 13 of 13 amount listed on the receipt from the permitting authority. No percentage markup is allowed.

vi. Tax and shipping costs shall be listed separately on Contractor’s invoice and shall be reimbursed at cost. No percentage markup is allowed.

14. WARRANTY

All work and materials provided by the Contractor shall be fully warrantied from the date of County’s acceptance of the work for a period of one year, or for the standard warranty period provided by the Contractor or by the materials manufacturer, whichever is greater.

15. PERMITS

The contractor is responsible for determining if a permit is required for any WO and shall obtain all necessary permits. The Contractor shall be reimbursed for the cost of the permit fee only. No percent markup shall be paid to the Contractor for permit fees.

16. SUBCONTRACTING

A. Any use of subcontractors shall be approved by phone or in writing, in advance by the County.

B. Contractor shall be reimbursed for the actual cost of the subcontractor’s work plus the percent markup listed on the Contract Fee Schedule.

(END OF PART II)

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract.

Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $1,000,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.

D. PROFESSIONAL LIABILITY: Consultant agrees to maintain Professional Liability insurance, or equivalent Errors & Omissions Liability insurance, with limits not less than $1,000,000 per claim/occurrence and in the aggregate for professional services rendered under this contract. If coverage is written on a claims-made basis: a. Any retroactive date shall precede the effective date of this contract; b.

Consultant shall provide certificates of insurance evidencing the required coverage for a period of two years after final payment under this contract is made, or provide evidence showing Consultant has obtained a two year extended reporting period endorsement.

(END OF PART III)

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SECURE CJIS FACILITIES ADDENDUM

Physical and logical access to secure facilities

I. BACKGROUND

The FBI Criminal Justice Information Services (hereinafter referred to as “CJIS”) Security Policy Version 5.6 mandates all agencies connected to the FBI CJIS systems adhere to regulation set forth within the CJIS Security Policy (hereinafter referred to as CSP). Part of the Security Policy outlines directives dealing with personnel security. Included within the term “personnel” are all individuals who are utilized by criminal justice agencies to implement, deploy, and/or maintain the computers and/or networks of the criminal justice agency which are used to access FBI CJIS systems. These individuals include city/County IT personnel, and private contractors.

The subject of non-criminal justice, governmental personnel and private contractors is addressed in Sections 5.1.1.4 of the CJIS Security Policy and in the Security Addendum, which can be found in Appendix H. These sections include information on documentation which should be maintained in order to remain in compliance with the Security Policy.

II. PURPOSE

This Addendum establishes procedures and policies that will guide the parties to comply and adhere to the CJIS Security Policy pertaining to non-governmental personnel and private contractors.

These procedures will include the incorporation of the latest Security Addendums, fingerprint-based background check, and the appropriate level of Security Awareness Training.

III. BACKGROUND CHECKS

It may at times be necessary for contracted personnel to have unescorted access to judicial offices and other area containing certain criminal justice records/information.

Before access is allowed, contracted personnel must complete a fingerprint passed background check as stated in CSP.

An authorization and consent for criminal background check form will be provided by the Sheriff/County. All contracted personnel who will provide the services herein described are required to complete, sign and return the authorization form.