7-B26-01 Alarm Monitoring.pdf

BID# B26-01

Alarm Monitoring

Date: January 28, 2026

To: All Bidders

The Forsyth County School System’s Purchasing Department would like you to supply us with a Bid for Alarm Monitoring. Pricing shall remain firm as per the terms and conditions of the contract. The Forsyth County School System is tax-exempt. Responses to this Request for Bid must be submitted electronically through the FCS Euna Procurement portal.

The Bid Opening is: # B26-01 February 12th, 2026 3:00 PM

(BID #) (DATE) (TIME)

Bids will be opened at the Forsyth County School System’s Purchasing Department located at 2150 Keith Bridge Rd Cumming, Georgia 30040.

Respectfully, Brad Richardson Director of Procurement Services

PURCHASING DEPARTMENT

2150 Keith Bridge Rd Cumming, GA 30040

Phone: 770-781-6603 / Fax: 770-888-0222 www.forsyth.k12.ga.us

SPECIAL TERMS AND CONDITIONS

1.0 PURPOSE

1.1 The purpose of this solicitation is to award a contract for Alarm Monitoring for the Forsyth

County School System as prescribed by the terms and conditions of this bid. Payment will be made at the unit prices awarded through this solicitation.

2.0 GENERAL BID/CONTRACT CONDITIONS

2.1 Term- The term of this contract is One-Year from Date of Award. Four, one-year options to renew are available if mutually agreed upon in accordance with this contract.

2.2 Period of Work: Work must be performed during the time frames specified herein, and preference may be made at the sole discretion of FCS to a contractor based upon availability and guarantee of work.

2.3 All pricing must be submitted on the Bid Form provided in this document, which must include all costs associated with the execution of this contract. Pricing submitted on vendor forms will not be considered, nor will they be binding to this contract.

2.4 Award- Award will be made to the lowest responsible and responsive Bidder meeting the qualifications, terms, and conditions solicited. FCS will consider references and past performance on FCS contracts in award consideration. FCS reserves the right to select some, none, or this entire bid as deemed in the best interest of FCS.

2.5 Price Modification-Prices must remain firm for the entire contract period (12 months). Vendor can request a price modification at the beginning of each new contract period (renewal), but it must be accompanied by documentation supporting the increase (not to exceed CPI). FCS reserves the right to accept, negotiate, or deny and resolicit any request for price escalation. FCS will not accept under any circumstances the addition of surcharges such as fuel or any other related costs or fees that would alter the contract price.

2.6 Contract- Upon award, this solicitation shall port into the actual operating agreement and governing contract between FCS and your organization. If you desire the inclusion of additional language or the signing of another document, it must be provided with your bid package;

however, FCS is not bound by any terms and conditions in direct conflict with the provisions of this document. Please note that FCS may deem your offer “non-responsive” and removed from consideration upon insistence of any supplemental language or contract terminology in conflict with FCS Terms and Conditions and or FCS Purchasing Regulations.

2.7 Contractor Questionnaire and References- Contractor is required to completely submit both the Contractor Questionnaire (included with this document) and References (included with this document) for consideration of award. FCS, at its sole discretion, will evaluate both to confirm the “responsibility” of the contractor as it relates to job performance, job completion, and post-job follow-through/support. This must be included with your Bid and will be evaluated for award purposes.

2.8 Locations- A list of all potential FCS service locations can be found on the supplemental document entitled “Alarm Panel Locations 2026”. Site visits may be scheduled through Wayne Caston wcaston@forsyth.k12.ga.us

2.9 Contractor Identification System- FCSS requires the employees assigned to any FCS contract to register through our Safety-Check Contractor Identification System. Any representative of your organization, before beginning work on FCS property, must be registered. The registration process requires the submission of an approved photo identification (Govt. issued), which will be run through the Sexual Offender Database. Any contractor refusing to comply with this requirement or failing to pass the check will not be allowed on FCS property. Contractors will be issued a badge, which they are required to wear at all times on FCS property. Anyone found without a badge will be asked to leave the property immediately.

mailto:wcaston@forsyth.k12.ga.us

FORSYTH COUNTY SCHOOL SYSTEM

Purchasing Department

Replacement badges will be $10.00 (std badge) and $50.00 (access badge) if lost or stolen.

FCS is not responsible for lost badges or for delays in work due to contractors being removed from the property due to no ID.

2.10 O.C.G.A 13-10-91- Contractor must comply with all relevant codes pertaining to O.C.G.A 13-

10-91, including the submission of a Contractor Affidavit as included in this solicitation.

2.11 Insurance- The successful bidder shall be required to submit proof of insurance prior to contract execution and commencement of work, and at any time upon request during the term of the contract. All insurance requirements shall comply with FCSS General Terms and Conditions and applicable provisions of Georgia law.

Workers’ Compensation Insurance - Contractor shall maintain Statutory Workers’ Compensation Insurance in accordance with the requirements of the Official Code of Georgia Annotated (O.C.G.A.), including Employer’s Liability coverage as required by law.

Additional Insurance - Contractor shall obtain and maintain, at its own expense, all insurance coverage required by the solicitation and contract documents, with limits and terms as specified therein, to protect FCSS against claims for bodily injury, property damage, or other losses arising out of or related to the Contractor’s performance of the contract.

Proof of Coverage - Contractor shall furnish FCSS with a Certificate of Insurance evidencing required coverage prior to the start of work. Certificates may be submitted electronically during the submission of the solicitation. Failure to maintain required insurance shall constitute a material breach of contract.

Commercial General Liability Insurance:

Contractor shall maintain Commercial General Liability Insurance with limits of at least $1,000,000. Coverage must include products and completed operations with reporting of claims on an occurrence basis.

Limits of Liability (Primary Policy):

• $1,000,000 each occurrence

Forsyth County School District must be named as an additional insured on all applicable policies.

Commercial Automobile Liability Insurance:

Contractor shall maintain Commercial Automobile Liability Insurance covering owned, non-owned, and hired vehicles.

Limits of Liability:

• $1,000,000 Combined Single Limit per accident for bodily injury and property damage.

Umbrella / Excess Liability Insurance:

Contractor shall maintain Umbrella or Excess Liability Insurance in excess of the Commercial General Liability and Commercial Automobile Liability policies described above, with limits of not less than:

• $2,000,000 per occurrence

• $2,000,000 aggregate

The Umbrella/Excess Liability policy shall be follow-form and provide coverage for both General Liability and Automobile Liability.

Acceptability of Insurance Companies- All insurance shall be written by insurance companies licensed to do business in the State of Georgia and having an A.M. Best rating of A- or better.

3.0 SPECIFICATIONS AND SCOPE OF WORK

3.1 FCS is seeking a comprehensive alarm monitoring system to include digital, code-specific monitoring and alarm contact services for intrusion, fire, and applicable equipment.

3.2 All work shall be done in accordance with instructions from the FCS Chief Facility Officer or his designee.

3.3 All work shall comply with all relevant Federal, State, and local laws, and shall conform to industry best practices and standards.

3.4 All alarms shall be monitored 24 hours a day, 365 days a year. An FCS emergency contact list will be emailed or faxed to the contractor whenever changes occur. It is the responsibility of the contractor to maintain an operable list of current emergency contacts.

3.5 All signals will be Honeywell Alarmnet with Cellular back-up. Communication shall be through 7845 IGSMV4G protocol and must be able to receive email alarms and contact designated personnel.

3.6 Current FCS panels are Ademco Vista 128BP, 128FBP, and 250BPT. Your system must be able to seamlessly integrate with existing FCS equipment. Currently, we have 95 panels.

3.7 Other Equipment- FCS has six emergency phones located in our Alliance parking deck that need monitoring. These are standard push-button phones that call the sheriff’s office. This contract will not service mechanical equipment as referenced in previous solicitations.

3.8 Contractor is responsible for reprogramming all FCS equipment to communicate with your system, which can be done from the FCS Support Systems Facility.

3.9 In the event of an alarm, the contractor is responsible for ensuring voice contact with an authorized FCS emergency contact. Voicemail contact is not sufficient as the contact must be made person-to-person. In the event contact is not made as required, the contractor shall work to resolve any issues to ensure compliance with future monitoring and alarm events, to the satisfaction of the FCS Maintenance Coordinator.

3.10 Site Visits- Bidders are encouraged to visit existing sites with an FCS representative to thoroughly understand the intent and parameters of this work. No consideration will be given to the contractor for lack of knowledge.

3.11 Testing- Contractor shall test weekly the operational functionality of all active accounts.

3.12 Contractor shall set up new accounts as needed. These new accounts shall be billed consistent with contract pricing.

3.13 Contractor is responsible for furnishing all materials required to monitor all FCS Alarm systems described herein.

3.14 Submittals- It is required that each bidder shall submit a copy of the monitoring service certification along with a work plan showing the number of accounts that it will service, along with the average time to answer and contact owner. This must be included with your Bid and will be evaluated for award purposes.

3.15 Implementation- Before contract commencement, the awarded contractor shall examine all attachments and familiarize itself with FCS systems. Contractor must notify FCS in writing if any areas are found unsatisfactory.

3.16 Inspection- All inspections of the work will be the responsibility of the contractor.

3.17 Reporting- Reports shall be maintained by the contractor for calls, emails, and events, and provided per occurrence as requested by FCS.

3.18 Site Location- Please see the supplemental document entitled “Alarm Panel Locations 2026” for a list of all locations to be administered by this agreement. Cost shall include every location in this document in accordance with the terms and conditions herein.

3.19 Modular Classrooms (MOD-PODS)- This contract includes modular classroom locations as indicated on the site location list. Vendors are notified that FCS may add and delete mod pods throughout the contract period.

3.20 Additions/Deletions- FCS may add/delete accounts during the contract term as necessary for optimum operations. The Bid Form shall reflect the cost per month, per location, to add/delete.

4.0 BID FORM / CONTRACT PRICING

All bidders are required to utilize the bid form that can be downloaded as a secondary attachment. Only the pricing submitted on this form will be considered. Pricing offered in differing formats, or on owner forms, will not be accepted as a cost submission.