38-25050- DIT-900103- Integrated Security System Maintenance IFB.pdf

IFB Number: 38-25050

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OFFER AND ACCEPTANCE

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

EXECUTION

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

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

OFFEROR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY, STATE & ZIP: TELEPHONE

NUMBER:

TOLL FREE

TEL. NO

PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: E-MAIL:

Offer valid for one-hundred and twenty (120) days from date of offer opening unless otherwise stated here: ____ days

STATE OF NORTH CAROLINA INVITATION FOR BIDS NO. 38-25050

DEPARTMENT OF HEALTH AND HUMAN

SERVICES

Division of State Operated Healthcare Facilities

Offers will be publicly opened: May 16, 2025

Issue Date: March 24, 2025

Refer ALL inquiries regarding this IFB to the

Procurement Lead through the Message Board in the Sourcing Tool. See Section 2.3 for details:

Rhonda Braatz, Procurement Officer

Rhonda.braatz@dhhs.nc.gov

919-947-7466

Commodity Number: 921217

Description: Security Systems Services

Using Agency: Cherry Hospital

Requisition No.: RQ170207

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ACCEPTANCE OF OFFER

If any or all parts of this IFB are accepted, an authorized representative of Division of State Operated Healthcare Facilities shall affix their signature hereto. A copy of this acceptance will be forwarded to the successful vendor(s).

FOR STATE USE ONLY

Offer accepted and contract awarded this ______ day of _____________________, 20____, as indicated on attached certification, by _____________________________________________ (Authorized representative of Cherry Hospital).

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TABLE OF CONTENTS

1.0 INTENT, USE, DURATION AND SCOPE

2.0 GENERAL INFORMATION

2.1 IFB SCHEDULE

2.2 URGED AND CAUTIONED SITE VISIT

2.3. VENDOR QUESTIONS

2.4. ADDENDA

2.5. OFFER SUBMITTAL

2.6. BASIS FOR REJECTION

2.7. LATE OFFERS

2.8. NON-RESPONSIVE OFFERS

2.9. NOTICE TO VENDORS

2.10. E-PROCUREMENT SOLICITATION

2.11. DISTRIBUTORS AND RESELLERS -RESERVED

2.12. POSSESSION AND REVIEW

2.13. BEST AND FINAL OFFERS (BAFO)

2.14. AWARD

2.15. POINTS OF CONTACT

3.0 SPECIFICATIONS

3.1. VENDOR STANDARD AGREEMENT(S)

3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S

3.3. E-VERIFY

3.4. PRODUCT MAKE AND MODEL

3.5. DESCRIPTIVE LITERATURE- RESERVED

3.6. SECURITY SPECIFICATIONS

3.7. ENTERPRISE ARCHITECTURE SPECIFICATIONS- RESERVED

3.8. PRODUCT RECALL

3.9. WARRANTY -RESERVED

3.10. MAINTENANCE- RESERVED

3.11. CONTRACT TERM

3.12. DELIVERY

3.13 SPECIFICATIONS-SCOPE OF WORK

4.0 FURNISH AND DELIVER

5.0 ADDITIONAL INFORMATION

5.1. HISTORICALLY UNDERUTILIZED BUSINESSES

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5.2. RECYCLED CONTENT-RESERVED

5.3. ENERGY STAR PRODUCTS-RESERVED

6.0 DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS

7.0 DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS

ATTACHMENT A: LIST OF INTEGRATED SECURITY SYSTEM EQUIPMENT

ATTACHMENT B: PREVENTATIVE MAINTENANCE PLAN

ATTACHMENT C: NCDHHS PRIVACY AND SECURITY OFFICE (PSO) TERMS

ATTACHMENT D: CUSTOMER REFERENCE TEMPLATE

ATTACHMENT E: LOCATION OF WORKERS

ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION

ATTACHMENT G: STATE CERTIFICATIONS

ATTACHMENT H: BUSINESS ASSOCIATE ADDENDUM

ATTACHMENT I: ACKNOWLEDGMENT OF COVID-19 VACCINATION AND TESTING POLICY

ATTACHMENT J: DSOHF Vaccination Policy 182

ATTACHMENT K: DHHS CONTRACTORS HANDBOOK

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1.0 INTENT, USE, DURATION AND SCOPE

The purpose of this Invitation for Bid is to obtain pricing and procure maintenance services for the Integrated Security System, comprised of access control devices, door operator controls, closed circuit cameras, 24/7 emergency poles and related hardware for Cherry Hospital (“Hospital”). Goods and Services will be provided in accordance with the terms and conditions of this IFB.

2.0 GENERAL INFORMATION

2.1 IFB SCHEDULE

The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule.

Event Responsibility Date and Time

Issue IFB State March 24, 2025

Hold Urged and Cautioned Site Visit State April 14, 2025, 10:00am

Submit Written Questions Vendor April 16, 2025, 5:00pm ET

Provide Response to Questions State April 22, 2025, 5:00pm ET

Submit Bids Vendor May 16, 2025, 2:30pm ET

Contract Award State May 30, 2025

2.2 URGED AND CAUTIONED SITE VISIT

Due Date: April 14, 2025 Time: 10:00 am Eastern Time Location: Identified below

Instructions: Prospective Vendors and/or Vendor representatives are URGED and CAUTIONED to visit the site of the project and apprise themselves of all conditions which will affect the performance of the work required or reasonable implied by this IFB. A non-mandatory site visit is scheduled for April 14, 2025, at 10:00 am Eastern Time at Cherry Hospital, 1401 West Ash Street, Goldsboro, North Carolina, 27530, Executive Conference Room 3HS01. All attendees must sign in. This opportunity to visit the site may not be rescheduled unless so authorized by addendum to this IFB. Submission of an offer shall constitute sufficient evidence of this compliance and no allowance will be made for unreported conditions which a prudent Vendor would recognize as affecting this performance of the work called for in this IFB.

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

2.3. VENDOR QUESTIONS

Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid possible. To accommodate the Bid Questions process, Vendors shall submit any

Page 6 of 104 Version 5.15.24 such questions by the “Submit Written Questions” date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum.

Questions related to the content of the solicitation, or the procurement process should be directed to the person on the title page of this document via the Sourcing Tool's message board by the date and time specified in the IFB SCHEDULE Section of this IFB. Vendors will enter “IFB # 38-25050: Questions” as the subject of the message. Question submittals should include a reference to the applicable IFB section.

This is the only manner in which questions will be received.

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

Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the Sourcing Tool in the form of an addendum and shall become an Addendum to this IFB. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this IFB, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the IFB and an addendum to this IFB.

2.4. ADDENDA

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

2.5. OFFER SUBMITTAL

Due Date: May 16, 2025 Time: 2:30 p.m. Eastern Time

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IMPORTANT NOTE: This is a requirement Late bids, regardless of cause, will not be opened or considered, and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its bid has been received as described in this IFB by the specified time and date of opening.

Vendor must include all the pages of this solicitation in their response in one PDF. Failure to https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGJkMmUzMDctYzExMi00NWU5LWIxOWYtMWY3OTRhOTljZjZl%40thread.v2/0?context=%7b%22Tid%22%3a%227a7681dc-b9d0-449a-85c3-ecc26cd7ed19%22%2c%22Oid%22%3a%2235d54dcf-eb78-4964-be83-8de10d07e22a%22%7d tel:+19842041487,,210386342 https://dialin.teams.microsoft.com/c102d528-0544-4660-b869-294e85047e28?id=210386342 https://www.webex.com/msteams?confid=1187942001&tenantkey=ncgov&domain=m.webex.com https://teams.microsoft.com/meetingOptions/?organizerId=35d54dcf-eb78-4964-be83-8de10d07e22a&tenantId=7a7681dc-b9d0-449a-85c3-ecc26cd7ed19&threadId=19_meeting_MGJkMmUzMDctYzExMi00NWU5LWIxOWYtMWY3OTRhOTljZjZl@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing

Page 7 of 104 Version 5.15.24 submit a bid in strict accordance with instructions provided shall constitute sufficient cause to reject a

Vendor’s bids(s). Solicitation responses are subject to Sealed Bidding requirements.

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

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

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

Tips for Using the Sourcing Tool

1. Vendors should review available training and confirm that they are able to access the Sourcing

Event, enter responses, and upload files well in advance of the date and time response are due to allow sufficient time to seek assistance from the North Carolina eProcurement Help Desk.

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

3. Vendors should respond to all relevant sections of the Sourcing Event. Certain questions or items are required in order to submit a response and are denoted with an asterisk. The Sourcing Tool will not allow a response to be submitted unless all required items are completed. The Sourcing

Tool will provide error messages to help identify any required information that is missing when response is submitted.

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

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

Offer Submission Details:

Sealed offers, subject to the conditions made a part hereof, will be received until 2:00pm Eastern Time on the day of opening and then opened, for furnishing and delivering the commodity as described herein. Offers must be submitted with the Execution page signed and dated by an official authorized to bind the Vendor’s firm. Failure to return a signed offer shall result in disqualification.

Attempts to submit a proposal via facsimile (FAX) machine, telephone or email in response to this IFB shall NOT be accepted.

a) All File names should start with the vendor’s name first, in order to easily determine all the files to be included as part of the vendor’s response. For example, files should be named as follows: Vendor Name-your file name.

b) File contents SHALL NOT be password protected, the file formats must be in .PDF, .jpeg, or .png format, and shall be capable of being copied to other sources.

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

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c) If the vendor’s proposal contains any confidential (as defined in section 7.0 Department of Information Technology Terms and Conditions, Paragraph #18), is included in the bid, then the vendor must also submit one (1) signed, REDACTED copy of the bid. Such information may include trade secrets defined by N.C. Gen. Stat. § 66-152 and other information exempted from the Public Records Act pursuant to N.C. Gen. Stat. §132- 1.2. Vendor may designate information, Products, Services, or appropriate portions of its response as confidential, consistent with and to the extent permitted under the statutes and rules set forth above. By so redacting any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion, having received such necessary or proper review by counsel and other knowledgeable advisors, that the portions determined to be confidential and proprietary and redacted as such, meet the requirements of the Rules and Statutes set forth above. However, under no circumstances shall price information be designated as confidential. If the Vendor does not provide a redacted version of the bid with its bid submission, the Department may release an unredacted version if a record request is received.

2.6. BASIS FOR REJECTION

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

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

2.7. LATE OFFERS

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

2.8. NON-RESPONSIVE OFFERS

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

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

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

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

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

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

• A statement of similar intent.

2.9. NOTICE TO VENDORS

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

This applies to any language appearing in or attached to the document as part of the Offeror’s response. By execution and delivery of this Invitation for Bids and response(s), the Offeror

Page 9 of 104 Version 5.15.24 agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect.

2.10. E-PROCUREMENT SOLICITATION

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

2.11. DISTRIBUTORS AND RESELLERS -RESERVED

2.12. POSSESSION AND REVIEW

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

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

2.13. BEST AND FINAL OFFERS (BAFO)

The State may establish a competitive range based upon evaluations of offers, and request BAFOs from the Vendor(s) within this range; e.g. “Finalist Vendor(s)”. If negotiations or subsequent offers are solicited, the Vendor(s) shall provide BAFO(s) in response. Failure to deliver a BAFO when requested shall disqualify the non-responsive Vendor from further consideration. The State will evaluate BAFO(s), oral presentations, and product demonstrations as part of the Vendors’ respective offers to determine the final rankings.

2.14. AWARD

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

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

2.15. POINTS OF CONTACT

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

Vendor Contractual Point of Contact Vendor Technical Point of Contact

Vendor Name:

ADDRESS:

Vendor Name:

ADDRESS:

https://evp.nc.gov/

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Assigned Contract Manager

Email:

Phone number:

Assigned Contract Manager

Email:

Phone number:

3.0 SPECIFICATIONS

3.1. VENDOR STANDARD AGREEMENT(S)

The terms and conditions of Vendor’s standard services, license, maintenance or other agreement(s) applicable to Services, Goods, Software and other Products acquired under this Agreement may apply to the extent such terms and conditions do not materially change the terms and conditions of this Agreement. In the event of any conflict between the terms and conditions of this Agreement and the Vendor’s standard agreement(s), the terms and conditions of this Agreement relating to audit and records, jurisdiction, choice of law, the State’s electronic procurement application of law or administrative rules, the remedy for intellectual property infringement and the exclusive remedies and limitation of liability in the DIT Terms and Conditions herein shall apply in all cases and supersede any provisions contained in Vendor’s relevant standard agreement or any other agreement. The State shall not be obligated under any standard license and/or maintenance or other Vendor agreement(s) to indemnify or hold harmless the Vendor, its licensors, successors or assigns; nor arbitrate any dispute, nor pay late fees, legal fees or other similar costs.

3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S.

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

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

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

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

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

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

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

3.3. E-VERIFY

Pursuant to N.C.G.S. § 143B-1350(k), the State shall not enter into a contract unless the awarded Vendor and each of its subcontractors comply with the E-Verify requirements of N.C.G.S. Chapter 64, Article 2. Vendors are directed to review the foregoing laws. Any awarded Vendor must submit

Page 11 of 104 Version 5.15.24 a certification of compliance with E-Verify to the awarding agency, and on a periodic basis thereafter as may be required by the State.

3.4. PRODUCT MAKE AND MODEL

Manufacturer’s name and model/catalog numbers used are for the purpose of identification and to establish quality level desired. Such references are not intended to be restrictive and comparable products of other manufacturer will be considered. However, Vendors are cautioned that any deviation from specifications must be pointed out in its offer.

3.5. DESCRIPTIVE LITERATURE- RESERVED

3.6. SECURITY SPECIFICATIONS

3.6.1 SOLUTIONS HOSTED ON STATE INFRASTRUCTURE

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

https://it.nc.gov/documents/vendor-readiness-assessment-report

The Integrated Security System Maintenance Services will be required to receive and securely manage data that is classified as High Risk Data as defined by the Statewide data classification and handling policy. Refer to the North Carolina Statewide Data Classification and Handling policy for more information regarding this data classification. The policy is located at the following website:

https://it.nc.gov/document/statewide-data-classification-and-handling-policy

To comply with the State’s Security Standards and Policies, State agencies are required to perform annual security/risk assessments on their information systems using NIST 800-53 controls.

3.7. ENTERPRISE ARCHITECTURE SPECIFICATIONS- RESERVED

3.8. PRODUCT RECALL

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

3.9. WARRANTY -RESERVED

3.10. MAINTENANCE- RESERVED

3.11. CONTRACT TERM

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

3.12. DELIVERY

Successful Vendor will be able to commence this contract within thirty (30) consecutive calendar days after receipt of purchase order to the following location(s): All labor to be performed at Cherry Hospital.

3.13 SPECIFICATIONS-SCOPE OF WORK

The successful Vendor shall be required to provide maintenance and repair services twenty-four

(24) hours, seven (7) days, 365 days a year to the existing software and components that comprise the Integrated Security Systems at Cherry Hospital. Vendor will provide the necessary man hours of labor, per month, to complete the preventive maintenance service program, as specified in this https://it.nc.gov/documents/vendor-readiness-assessment-report https://it.nc.gov/document/statewide-data-classification-and-handling-policy

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IFB, including all labor, tools, transportation, materials, parts, and equipment. The preventive maintenance program shall include, but is not limited to; inspections, adjustments, repairs, replacement of components. As well as perform regular and emergency call backs as necessary to correct systems and maintain all Integrated Security System equipment in a safe and efficient operating condition that is satisfactory to the State.

Awarded Vendor will be certified in Software House, an enterprise suite, that manages our video camera and Access Control system for the facility. Vendors Response: YES NO

Vendor is responsible for ensuring all equipment that is part of the Integrated Security System operating on an embedded/internal Operating System or firmware and BIOS is upgraded to the manufacturers recommended version. This includes but is not limited to; network switches, Storage Area Network (SAN), Cameras, Access Control panels, server hardware and Internet Protocol (IP) phones. Vendor will apply all critical security patches and updates upon manufacturers release.

All installed equipment is owned by Cherry Hospital. These components and equipment are listed in Attachment A. No additional charges other than the fixed cost(s) specified in the proposed cost summary shall be accepted. Any new part(s) required during the term of this maintenance contract will be provided by Cherry Hospital and are not a part of this IFB.

Preventative maintenance or tests are to be completed on-site and performed during the normal business hours of 7:30AM – 4:00PM, Monday through Friday, with the exception of State Observed Holidays.

Vendor is required, as part of this contract, to respond within two (2) hours to all service requests, during normal business hours. Call-back support services will be provided 24 hours per day, 7 days a week, 365 days per year. After-hours call back services will be requested for the following situations: Door Safety and Security; Exterior, Spine or Unit doors not closing, locking or opening.

Catastrophic system failure; cameras, network, access controls.

The Vendor will have a staffing level that allows for, at a minimum, a primary and a secondary service technician to provide on-going maintenance and repairs to the Integrated Security System. All regular supervisory and maintenance personnel involved on the performance of this contract shall be directly employed by and supervised by the Contractor. No subcontracting of any of the work to be done under this contract is to be made without specific, prior written approval by the State.

Vendor should upload to the Sourcing Tool at least three (3) references, using ATTACHMENT D:

CUSTOMER REFERENCE FORM, for which it has provided services of similar size and scope to those proposed herein. The State may contact these users to determine whether the services provided are substantially similar in scope to those proposed herein and whether Vendor’s performance has been satisfactory.

Any personnel or agent of Vendor performing services under any Contract arising from this IFB may be required to undergo a background check at the expense of the Vendor, if so requested by the State.

Vendor staff will be required to complete a short orientation with Facility Staff Development office where they will receive HIPPA training. During the orientation they will sign training documentation along with the Hospitals confidentiality form. Training records for vendor staff are maintained with

Page 13 of 104 Version 5.15.24 the Hospital IT department. Vendor staff will receive HIPPA training annually on the same schedule as all facility staff.

Vendor shall comply with DHHS Environmental, Health and Safety Handbook for Contractors and all Facility Safety Policies and Procedures. Vendor will be required to sign in their submitted offer

ATTACHMENT K: DHHS CONTRACTOR’S HANDBOOK ACKNOWLEDGEMENT.

Vendor shall comply with DHHS Privacy and Security Office Terms. Vendor is required to sign in their submitted offer ATTACHMENT C.

Vendor shall complete, sign and return in their submitted offer ATTACHMENT G: STATE

CERTIFICATIONS.

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

Each Vendor shall certify it is financially stable by completing and submitting with their offer ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable.

From the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. The Contract Manager may require annual recertification of the Vendor’s financial stability.

Agency may require workers who enter their facilities to provide proof of vaccination or an approved exemption. In addition, the Agency may require Face Coverings and other infection prevention control measures when indicated to protect the health and safety of staff and patients. Each Vendor shall certify its acknowledgement and intent to comply with the Division of State Operated Healthcare

Facilities (DSOHF) Policy on Required Vaccination for Division of State Operated Healthcare

Facilities (DSOHF) Employees and Others Who work in DSOHF Facilities, provided in

ATTACHMENT J, by completing and submitting with their offer ATTACHMENT I:

ACKNOWLEDGMENT OF COVID-19 VACCINATION AND TESTING POLICY The State reserves the right to publish notice in future if the policy is no longer effective and does not apply.

TASKS AND DELIVERABLES

Vendors Responsibilities:

1. On-Site Service Technician

Provide both a primary and secondary service technician for maintenance of the Hospital Integrated Security Systems. Technician(s) will be highly skilled; highly skilled will be defined as an individual having the mechanical ability to review/repair door hardware, the technical ability to troubleshoot various Security Systems quickly, the IT capabilities to troubleshoot a network, program switches, servers, workstation and software related to the goods and services purchased in this Contract, the

Page 14 of 104 Version 5.15.24 ability to work efficiently within a hospital environment in an organized manner, and the ability to be discrete and maintain patient confidentiality.

Any changes in the primary or secondary service technician will require prior approval from Hospital management. The Vendor will provide the Hospital with current, up-to-date telephone numbers (work and cell phone) for the primary and backup service technician(s). Alternative emergency contact information is also needed in case neither the primary or secondary service technician can be reached.

Technicians will be responsible for completing routine preventative maintenance, repairing or replacing components, and programming and troubleshooting networked components to ensure functionality of the Security System 99.9 % of the time throughout the length of the contract.

Technicians will collaborate with Hospital staff to develop, and maintain an inventory of “shelf stock” of spare parts to be stored on location based on the equipment listed in ATTACHMENT A. List of Integrated Security System Equipment. Inventory will include critical components necessary to maintain the proper function of access controls on door operators, cameras, badge swipe sensors, 24-hour blue light stands, and the network in which the components operate.

2. Call-Back Services

In the event a component fails to function properly, shutdown or an emergency develops between routine maintenance. Contractor shall provide emergency call-back and repair service seven (7) days a week, twenty-four (24) hours a day for the duration of the contract period, at no additional cost above the contract price. On-Call Technician will acknowledge service requests by contacting the Hospital to negotiate an arrival time with-in two (2) hours from the time the hospital places a service call.

Under no circumstances will any travel time or mileage expenses be paid by this agency under this contract. Overtime emergency call back service is included in this contract at no additional cost to this agency.

3. Break Fix Repair or Replacement of Integrated Security System Equipment

The Vendor will maintain the Integrated Security System, in optimal operating condition by repairing, replacing, and programming existing components that may break, become defective, inoperable, or impair the effectiveness of the system as needed through normal operation, including normal wear and tear due to aging.

Repairs are expected to be completed with stock inventory parts within twenty-four (24) hours. The time is measured from the moment the inoperable, or impaired component is reported to the Contractor until the System is restored and returned to operational use.

4. Software

Major software upgrades and patches to critical systems will be coordinated with the Hospital.

Vendor will apply all critical security patches upon manufactures release and cumulative patches at a minimum on a monthly basis. This includes Software House, CCURE, Marathon, as well as firmware upgrades on the SANs and iStar Panels, Everrun, Video Edge and all Microsoft products required to operate the Integrated Security System.

The State will purchase all software and Microsoft products. Contractor will be responsible to install annual and interim software version upgrades/patches for all Microsoft products required to operate

Page 15 of 104 Version 5.15.24 the access control and video surveillance system installed at the Hospital based on the Vendor’s best practices. This includes, but is not limited to, Windows Server, MSSQL and Microsoft Hyper-V components.

Upon written request of the Cherry Hospital IT Director, the Vendor will install the latest version upgrades and patches to and provide support for Marathon (two (2) servers), CCURE 9000 (1 VM + 8 workstations), Video Edge (12 servers) firmware upgrade on the SANs (2 storage controllers) and Firmware upgrades on iStar Panels (300 + - panels).

Hospital will purchase all necessary software and licenses; Contractor will provide written verification to the Cherry Hospital IT Director of the installed upgrades and license renewals have been completed.

Software used to operate the Security System will not be changed without the written consent of the State.

5. Reporting Requirements

Provide Performance Management reports to the designated contract Lead of Cherry Hospital no less than monthly, by the fifth (5th) of each month. This report shall include at a minimum: A log of equipment serviced, repaired or replaced; information on the work accomplished during the reporting period, problems, real or anticipated; and notification of any significant deviation from previously agreed upon work plans, and schedules. These reports shall be well organized and easy to read.

The Vendor shall submit these reports electronically using Microsoft Word or Power Point, supplemented with Excel if needed.

6. Materials/Stock Inventory

The Vendor will provide a list of recommended spare parts for all Integrated Security System Equipment covered under this IFB. The full list of installed equipment is located in ATTACHMENT A and includes, but is not limited to, access controls and door operators for door functionality, CCTV cameras, parking lot- blue light 24-hour emergency stations, Uninterrupted Power Supply (UPS) batteries, fuses, switches, badge swipe sensors.

The Vendor will identify and maintain a replacement parts inventory on-site at the Hospital to ensure a quick repair time to the proper operation of critical components of the Integrated Security System.

Critical replacement parts shall be defined as all internal components and other equipment whose failure would adversely compromise the safety of patients and staff at the Hospital. The Hospital will provide the Vendor a locked area to store replacement parts. Vendor is responsible for of the security of the parts area and will be held liable if parts go missing.

7. Preventative Maintenance

The Vendor will provide preventative maintenance no less than quarterly to the Integrated Security System Equipment and Software in accordance with the procedures and methodology outlined in ATTACHMENT B: Preventative Maintenance, Access Control/CCTV/ ICOM Operational Test Plan.

Exterior, Spine and Unit entrance doors will be tested no less than monthly.

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8. Training

The Vendor agrees to provide no less than eight (8) hours twice per year, system functionality training on the use of the system. Training is to include how to retrieve videos, storage of videos and how to run system reports. Training may be more frequent, at and upon receiving a written request from the Cherry Hospital IT manager. Training may be onsite or virtual and scheduled at mutually agreed-upon times to ensure the Hospital’s needs are adequately met.

9. Safety Procedures

All Vendor employees will follow the Hospital’s established safety guidelines and procedures and security and privacy policies/standards. Safety training will be provided by the Hospital for each Vendor employee providing maintenance and call-back services. Any Vendor employee that has not received prior training from Cherry Hospital staff must be accompanied by a Hospital employee at all times when providing maintenance or call-back services (“Partner Protocol”). It is the Hospital’s expectation that the Partner Protocol would only be used in emergency situations when the on-site service technician or its trained backup(s) are not available and the repair, replacement, or upgrade cannot wait until a trained on-site service technician is available.

10. Privacy and Security

The Vendor’s employees will have access to confidential patient data and will have limited to no direct access to patients, unless it is necessary to repair or replace Integrated Security System Equipment located in a patient area. Any Vendor employees or on-site technician(s) that come on-site to the Hospital will be required to sign a Confidentiality Statement prior to beginning work on-site.

Due to the nature of data and information captured through the Integrated Security System, the Vendor will read, sign and submit with their offer, the North Carolina Department of Health and Human Services Business Associate Agreement, located as ATTACHMENT H: BUSINESS

ASSOCIATE AGREEMENT.

11. Invoices

Vendor shall invoice the Purchasing Agency on a monthly basis for routine maintenance work.

Pricing for services provided under this contract are exclusive of any travel expenses that may be incurred in the performance of the services outlined in the scope of work. The standard format for invoicing shall be Single invoices, meaning that the Vendor shall provide the Purchasing Agency with an invoice for each order no less than monthly. Invoices shall include detailed information to allow Purchasing Agency to verify pricing at point of receipt matches the correct price from the original date of order. The following fields shall be included on all invoices, as relevant:

a) Vendor’s Billing Address

b) Customer Account Number

c) Purchase order number

d) Order or Service Date

e) Manufacturer part numbers

f) Vendor part numbers

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g) Item Descriptions

h) Description of work performed

i) Price, quantity and unit of measure (e.g., hour) for invoiced work.

Invoices will be submitted to the bill to address on the Purchase Order issued as a result of this contract.

Cherry Hospital Responsibilities:

Provide the Technician(s) a workspace in the Hospital in an area away from direct patient contact with computer access to submit requests for materials and to verify camera functionality.

The Hospital will grant the service technician remote access to the Integrated Security System Equipment and Software for diagnosis and repair under the terms of this IFB, remote camera viewing shall not be permissible.

To ensure a quick repair time to the proper operation of critical components of the Integrated Security System, Hospital will purchase replacement parts as identified by the Vendors recommended replacement parts list. Parts will be stored in a secure space the vendor has access to. Hospital will also purchase replacement system components that have been discontinued, no longer supported by the manufacturer or have become obsolete. Critical replacement parts are defined as all internal components and other equipment whose failure would adversely compromise the safety of patients and staff at the Hospital.

Cherry reserves the right to amend the list of Integrated Security System Equipment and Software at its discretion.

Provide the latest version upgrades/patches for all Microsoft products required to operate the access control and video surveillance system. This includes, , Windows Server, MSSQL and Microsoft Hyper-V components.

Will purchase and maintain the licenses for, and written Vendor verification of, the upgrades or patches to Software House, CCURE, Video Ede, Marathon, and firmware upgrades on the SANs and iStar Panels to document that the upgrades and license renewals have occurred.

Will purchase all other software, software license, hardware, parts, and/or maintenance agreements required to the operation and/or maintenance of system and equipment.

Will be responsible, during the term of the Contract, for ensuring that all licenses are used according to the End User Agreement.

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4.0 FURNISH AND DELIVER

YEAR 1

ITEM

QTY UNIT DESCRIPTION UNIT COST Year 1

1 12 Month Maintenance Services for the Integrated Security System Equipment in accordance with the Specifications identified in Section 3.13 of this

IFB.

OPTOINAL YEAR 2

QTY UNIT DESCRIPTION UNIT COST Year 2

1 12 Month Maintenance Services for the Integrated Security System Equipment in accordance with the

OPTIONAL YEAR 3

QTY UNIT DESCRIPTION UNIT COST Year 3

1 12 Month Maintenance Services for the Integrated Security System Equipment in accordance with the

Total Price Year 1: $________________ Total Price Year 2, Optional: $________________ Total Price Year 3, Optional: $________________

Total 3-Year price if optional Year 2 and 3 are opted: $________________

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5.0 ADDITIONAL INFORMATION

5.1. HISTORICALLY UNDERUTILIZED BUSINESSES

“Historically Underutilized Businesses (HUBs) consist of minority, women and disabled business firms that are at least fifty-one percent owned and operated by an individual(s) of the aforementioned categories. Also included in this category are disabled business enterprises and non-profit work centers for the blind and severely disabled.” http://ncadmin.nc.gov/businesses/hub

Pursuant to N.C.G.S. §§143B-1361(a), 143-48 and 143-128.4, the State invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled. This includes utilizing subcontractors to perform the required functions in this IFB.

Is Vendor a Historically Underutilized Business? YES NO If “YES”, specify classification. ___________________________________________

5.2. RECYCLED CONTENT-RESERVED

5.3. ENERGY STAR PRODUCTS-RESERVED

6.0 DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS

1) READ, REVIEW AND COMPLY: It shall be the Vendor’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements specified herein.

2) DEFINITIONS:

• HOSPITAL: Cherry Hospital in the NC Department of Health and Human Services, Division of State Operated Healthcare Facilities.

• NCDIT: The North Carolina Department of Information Technology, formerly Office of Information Technology Services

• NCDIT CONVENIENCE CONTRACT: A contract that is used for the procurement of IT goods or Services. These contracts are in place for the convenience of the state and use of them is optional.

• OPEN MARKET CONTRACT: A contract for the purchase of goods or Services not covered by a term, technical, or convenience contract.

• TERM CONTRACT: A contract in which a source of supply is established for a specified period of time for specified Services or supplies; usually characterized by an estimated or definite minimum quantity, with the possibility of additional requirements beyond the minimum, all at a predetermined unit price

• THE STATE: Is the state of North Carolina and its agencies.

• VENDOR: Company, firm, corporation, partnership, individual, etc., submitting a response to a solicitation.

3) PROMPT PAYMENT DISCOUNTS: Vendors are urged to compute all discounts into the price offered. If a prompt payment discount is offered, it will not be considered in the award of the contract except as a factor to aid in resolving cases of identical prices.

4) INFORMATION AND DESCRIPTIVE LITERATURE: Vendor is to furnish all information requested and in the spaces provided in this document. Further, if required elsewhere in this IFB, each Vendor must submit with their offer sketches, descriptive literature and/or complete specifications covering the products offered. Only information that is received in response to this IFB will be evaluated.

Reference to information previously submitted or Internet Website Addresses (URLs) will not satisfy this provision. Offers, which do not comply with these requirements, will be subject to rejection.

5) RECYCLING AND SOURCE REDUCTION: It is the policy of this State to encourage and promote the purchase of products with recycled content to the extent economically practicable, and to http://ncadmin.nc.gov/businesses/hub

Page 20 of 104 Version 5.15.24 purchase items, which are reusable, refillable, repairable, more durable, and less toxic to the extent that the purchase or use is practicable and cost-effective. We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of commodities purchased. However, no sacrifice in quality of packaging will be acceptable. The company remains responsible for providing packaging that will protect the commodity and contain it for its intended use.

Companies are strongly urged to bring to the attention of the relevant purchasers in the State those products or packaging they offer which have recycled content and that are recyclable.

6) CLARIFICATIONS/INTERPRETATIONS: Any and all questions regarding this document must be addressed to the purchaser named on the cover sheet of this document. Do not contact the user directly. Any and all revisions to this document shall be made only by written addendum from NCDIT.

The Vendor is cautioned that the requirements of this IFB can be altered only by written addendum and that verbal communications from whatever source are of no effect.

7) ACCEPTANCE AND REJECTION: The State reserves the right to reject any and all offers, to waive any informality in offers and, unless otherwise specified by the Vendor, to accept any item in the offer.

If either a unit price or an extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.

8) AWARD OF CONTRACT: Responsive offers will be evaluated and acceptance may be made in accordance with Best Value…