NOTICE INVITING BIDS

PROJECT SPECIFICATIONS AND CONTRACT DOCUMENTS

FOR

ALARM MONITORING, FIRE SUPPRESSION, AND ACCESS CONTROL

MAYOR AND COUNCIL:

Cathey Rusing, Mayor

Mary Frederickson, Council Member

Lois Fruhwirth, Council Member

Ted Gambogi, Council Member

Jim Garing, Council Member

Patrick Grady, Council Member

Jay Ruby, Council Member

CITY CLERK:

Sarah M. Thornhill

FACILITIES MANAGEMENT DIRECTOR:

Kristy Diaz-Trahan

CITY OF PRESCOTT

ALARM MONITORING, FIRE SUPPRESSION, AND ACCESS CONTROL

TABLE OF CONTENTS

1. LEGAL NOTICE

2. GENERAL INFORMATION

3. SCOPE OF WORK

4. CONTRACT NEGOTIATION AND AWARD

5. TERM OF CONTRACT

6. TERMINATION OF CONTRACT

7. COOPERATIVE USE OF CONTRACT

8. PROTEST POLICY

9. PRICING/FEES

10. PROPOSAL

ATTACHMENTS:

A - SAMPLE GENERAL SERVICES CONTRACT

1. LEGAL NOTICE

Alarm Monitoring, Fire Suppression, and Access Control

DESCRIPTION: The City of Prescott is soliciting bids from qualified firms for the purpose of entering into a multi-year contract with a licensed and certified organization to provide Alarm

Monitoring, Fire Suppression Service, and Access Control for City facilities.

BID OPENING: Thursday, September 3, 2026, at 2:00 pm (Arizona time) via OpenGov

Procurement Portal.

In accordance with local and State law, sealed bids will be received by the City of Prescott until the time and date specified above, for the services specified herein. Bids must be submitted using the City’s OpenGov Procurement portal at the website shown below.

The City of Prescott reserves the right to accept or reject any or all bids, and/or some or all of the alternates bid, and waive any informality deemed in the best interest of the City and to reject the proposals of any persons who have been delinquent or unfaithful in any contract with the City.

This solicitation, full submittal information and any addenda are available free of charge on the

City’s website at https://procurement.opengov.com/portal/prescott-az.

PUBLISH: August 16, 2026, and August 23, 2026 https://procurement.opengov.com/portal/prescott-az

2. GENERAL INFORMATION

2.1. REQUESTS FOR INFORMATION

Firms who desire clarification of the procurement terms, selection criteria or submittal requirements shall restrict their inquiries to written communications only. All communications shall be submitted through the "Question and Answer" section of the Notice Inviting Bids on the

City's OpenGov Procurement portal.

All inquiries, requests for information, or requests for clarifications must be received by the City before 5:00 pm on Tuesday, August 25, 2026. Responses, or addenda as required, will be issued no later than a time and date noted in this Notice Inviting Bid's Timeline (see Proposed Project

Schedule). Receipt of addenda must be acknowledged. All interested parties "following" the project on the City's OpenGov Procurement portal will automatically be notified upon the City issuing an Addendum to this Notice Inviting Bids. It is the submitter’s sole responsibility to check the City’s OpenGov Procurement portal for periodic updates or addenda.

2.2. CONTACT INFORMATION

Procurement Contact

Jaimie Sventek

Contracts Coordinator

City of Prescott - Purchasing contracts@prescott-az.gov

2.3. PROPOSED PROJECT SCHEDULE

The following milestones are estimates of the earliest dates possible for planning purposes only and shall not represent any contractual commitment whatsoever on the part of the City. The City reserves the right to amend the project schedule as necessary.

Project milestones are estimated to be as follows:

Notice Inviting Bids Release Date: August 14, 2026

Notice Inviting Bids Advertised: Prescott

Daily Courier:

August 16, 2026

Question Submission Deadline: August 25, 2026, 5:00pm

Notice Inviting Bids Due Date and Time: September 3, 2026, 2:00pm

OpenGov Procurement Portal

Bid Opening (Non-Mandatory): September 3, 2026, 2:05pm

OpenGov Procurement Portal

Anticipated Award of Contract: September 22, 2026

3. SCOPE OF WORK

3.1. SCOPE OF WORK

The Successful Proposer shall provide all labor, supervision, equipment, software, materials, communications, programming, testing, monitoring, maintenance, repair, reporting, and coordination necessary to support the City’s fire alarm, intrusion alarm, access control, and, where applicable, fire-suppression systems at designated City locations.

3.2. CENTRAL-STATION MONITORING

The Contractor shall provide continuous central-station monitoring, 24 hours per day, 7 days per week, including holidays, for all City-designated systems. Monitoring shall support analog, digital, cellular, and IP alarm communications and applicable panel protocols, including Contact ID, Ademco, Silent Knight 4/2, BFSK, and SIA D1 with checksum.

The Contractor shall:

• Receive, process, record, and retain alarm, trouble, supervisory, restore, low-battery, open/close, and access-control events.

• Immediately dispatch fire-alarm events to the Fire Department unless otherwise directed in writing by the City.

• Notify designated City personnel and emergency-response agencies according to City-approved call lists and response instructions.

• Maintain configurable, site-specific zone descriptions and response procedures.

• Notify the City of excessive, recurring, or abnormal signals.

• Provide weekly test reports for Safe Haven Box(es).

3.3. EQUIPMENT OWNERSHIP AND RESPONSIBILITY

All existing City-owned alarm panels, communicators, access-control devices, fire-suppression equipment, field wiring, and related equipment located at City facilities shall remain the property of the City unless the City authorizes replacement in writing.

Any equipment installed at a City facility under this contract shall become the property of the City upon installation and payment, unless expressly identified in the pricing schedule as Contractor-owned equipment. The Contractor shall identify all Contractor-owned equipment and its removal/replacement terms in its proposal.

At contract expiration or termination, the Contractor shall cooperate in transferring monitoring accounts, programming, system documentation, credentials, and relevant configuration records to the City or its successor contractor without interruption of service.

3.4. ACCOUNT ADMINISTRATION AND REPORTING

The Contractor shall provide secure web-based access for authorized City personnel to manage users, passwords, contacts, account history, reporting, and notification lists.

The Contractor shall assign a dedicated Account Representative responsible for contract administration, escalation coordination, reporting, and communication with the City.

3.5. SYSTEM PROGRAMMING, TESTING, AND TRANSITION

The Contractor shall provide qualified personnel or remote programming capability to program systems to City requirements. Initial programming changes, account setup, communications testing, zone-list verification, and system-layout validation shall be included in the proposal price.

Before the City authorizes recurring service payments, the Contractor and City shall jointly verify alarm-point descriptions, zone lists, communications paths, dispatch instructions, and reporting configuration.

3.6. SERVICE, REPAIR, AND EMERGENCY RESPONSE

The Contractor shall furnish labor, tools, equipment, and materials necessary to install, test, diagnose, repair, and return covered systems to proper operating condition.

• Repairs shall be performed by qualified, trained personnel.

• Replacement components shall be UL Solutions, formally Underwriters Laboratories (UL) listed where applicable, manufacturer-approved, and covered by the manufacturer’s standard warranty.

• The City may inspect and retain replaced parts.

• For emergency conditions requiring on-site assistance, the Contractor shall have qualified service personnel on site within two (2) hours of City authorization.

• Non-emergency repairs shall be scheduled and completed within seven (7) business days after notification or authorization.

• Repair work shall be billed on a time-and-material basis only when approved by the City in accordance with the contract’s authorization process.

3.7. FIRE SUPPRESSION AND ACCESS CONTROL SERVICES

Where included in the City’s equipment inventory, the Contractor shall provide inspection, testing, maintenance, repair, programming, and reporting for fire-suppression and access-control systems.

Services shall comply with applicable manufacturer requirements, National Fire Protection

Association (NFPA) standards, National Electrical Code (NEC) requirements, and local fire and building codes.

3.8. PERSONNEL AND SECURITY

Contractor personnel shall be properly trained, identifiable by company uniform and identification badge, and bonded when performing monitoring services. Personnel accessing City sites, systems, credentials, or security information shall comply with City security and background-screening requirements.

3.9. SYSTEM CAPACITY AND CHANGES

The Contractor shall support up to 200 directly connected alarms, with capacity to expand as City needs change. The City may add or remove locations, systems, accounts, alarm points, or devices during the contract term. Pricing for additions or deletions shall follow the awarded pricing schedule or be negotiated and approved in writing before work begins.

3.10. STANDARDS AND SYSTEM MAINTENANCE

The Contractor shall maintain its monitoring hardware, software, and supporting systems at currently supported, stable versions. Installed equipment and work shall comply with applicable

UL Solutions, formally Underwriters Laboratories (UL), National Electrical Code (NEC), National Fire Protection Association (NFPA), manufacturer, and local-code requirements.

3.11. DELIVERABLES

At minimum, the Contractor shall provide:

A. Transition and implementation plan;

B. Updated account/contact and dispatch lists;

C. Verified zone lists and system inventory;

D. Weekly Safe Haven Box test reports;

E. Monthly service, alarm, trouble, and repair summary;

F. Repair tickets, test results, and closeout documentation; and

G. Annual system-performance and recommended-improvements report.

3.12. MANDATORY REQUIREMENTS

The following criteria are mandatory for submitting proposals:

A. Vendor shall be licensed and bonded to perform security alarm installation with a minimum of five (5) years experience within the State of Arizona.

B. Vendor shall have a minimum of five (5) years experience in monitoring City fire/security alarms in the State of Arizona.

C. Successful Vendor must be able to show sufficient proof that it will be able to locate adequate personnel in the Prescott area and have installers, service technicians and response personnel available 24 hours a day, 7 days a week with no more than a two (2) hour response time for emergencies after hours. The monitoring / Central station shall be

UL certified.

D. Vendor must have applicable Registrar of Contractors License.

E. Vendor must have personnel who can possess Police Clearance.

Vendor must be certified in the following areas and attach certifications for each:

• CSA Compliance-Service and Assessment.

• ICT Protégé GX - Level 2 Certification or higher

• NICET- National Institute for Certification in Engineering Technologies - Level 2 or higher

• Clean Agent

• Kidde / Vigilant Fire-lite Panels

• Kidde Authorized Dealer

• Fire Alarms

• Kitchen Hoods

• Sprinklers

• Fire Extinguishers

• Service Security and Fire Alarms

4. CONTRACT NEGOTIATION AND AWARD

To qualify the proposal must be submitted on time and materially satisfy all requirements identified in this Request. If, in the judgment of the City, a proposal does not conform to the format specified herein, or if any section is absent or significantly incomplete, the City reserves the right to reject the submittal.

4.1. OVERVIEW

Approval of the City Council will be required for the award of a contract for performance of the services described herein.

The City reserves the right to cancel this Request, reject in whole or in part any and all submittals, waive or decline to waive irregularities in any submittals, or determine not to enter into contract as specified if determined by the City to be in the City’s best interests.

4.2. AWARD OF CONTRACT

The selected company/firm will be required to execute and meet the terms of the City’s contract/agreement, including insurance requirements, in a form acceptable to the City Attorney.

Approval of the City Council may be required for award of a contract for performance of the services described herein and as may additionally be developed during negotiations. Any contract award submitted to the City Council for consideration is not binding on the City until after approval by the City Council and full execution of the contract documents by both parties.

4.3. GENERAL SERVICES INSURANCE REQUIREMENTS

Vendor/Supplier/Contractor and/or subcontractors shall procure and maintain until all of their obligations have been discharged, including any warranty periods under this Contract are satisfied, insurance against claims for injury to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Vendor/Supplier/Contractor, his agents, representatives, employees, or subcontractors.

The insurance requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract.

The City in no way warrants that the minimum limits contained herein are sufficient to protect the

Contractor from liabilities that might arise out of the performance of the work under this Contract by the Vendor/Supplier/Contractor, his agents, representatives, employees, or subcontractors.

Vendor/Supplier/Contractor is free to purchase such additional insurance as may be determined necessary.

Additional Insurance Requirements:

The policies shall include, or be endorsed to include the following provisions:

A. On insurance policies where the City of Prescott is named as an additional insured, the City of Prescott shall be an additional insured to the full limits of liability purchased by the

Contractor even if those limits of liability are in excess of those required by this Contract.

Additional Insured:

City of Prescott

201 N. Montezuma Street

Prescott, AZ 86301

B. The Contractor's insurance coverage shall be primary insurance and non-contributory with respect to all other available sources.

All certificates required by this Contract shall be emailed directly to coi@prescott-az.gov. The

City contract number and project name/description shall be noted on the certificate of insurance.

The City reserves the right to require complete, certified copies of all insurance policies required by this Contract at any time. Any Renewal of insurance certificates with endorsements will need to be emailed to the above emails at least two weeks prior to expiration.

Notice of Cancellation: With the exception of a ten (10) day notice of cancellation for non-payment of premium, and changes to material to compliance with this contract in the insurance policies above shall require thirty (30) days written notice.

Acceptability of Insurers: Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A-VII, unless otherwise approved by the City of Prescott. General liability, automobile liability, and worker’s compensation insurance is to be placed with an insurer admitted in the state in which operations are taking place.

Verification of Coverage: Contractor shall furnish the City with certificates of insurance (ACORD form or equivalent approved by the City) as required by this Contract. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf.

All certificates and any required endorsements are to be received and approved by the City before work commences. Each insurance policy required by this Contract must be in effect at or prior to commencement of work under this Contract and remain in effect for the duration of the project and warranty period as set forth in warranty letter. Failure to maintain the insurance policies as required by this Contract or to provide evidence of renewal is a material breach of contract.

Insurance Limit Requirements - Contractor shall provide coverage with limits of liability not less than those stated below. An excess liability policy or umbrella liability policy may be used to meet the minimum liability requirements provided that the coverage is written on a following form basis.

Commercial General Liability – Occurrence Form:

Policy shall include bodily injury, property damage, personal injury, broad form contractual liability coverage.

• General Aggregate $2,000,000

• Products - Completed Operations Aggregate $1,000,000 (if applicable)

• Personal and Advertising Injury $1,000,000 (if applicable)

• Each Occurrence $1,000,000

• Fire Legal Liability (Damage to Rented

Premises)

$100,000 (if applicable)

The policy shall be endorsed to include the following additional insured language:

“The City of Prescott shall be named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of, the Vendor/Supplier/Contractor.”

Business Automobile Liability: Bodily Injury and Property Damage for any owned, hired, and/or non-owned vehicles used in the performance of this Contract.

• Combined Single Limit (CSL) $1,000,000

The policy shall be endorsed to include the following additional insured language:

“The City of Prescott shall be named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of the Vendor/Supplier/Contractor.”

Worker’s Compensation and Employer’s Liability:

Workers' Compensation Statutory

Employer's Liability

• Each Accident - $1,000,000

• Disease - Each Employee - $1,000,000

• Disease - Policy Limit - $1,000,000

Policy shall contain a waiver of subrogation against the City of Prescott for losses arising from work performed by or on behalf of the Vendor/Supplier/Contractor.

All insurance required pursuant to this Agreement must be written by an insurance company authorized to do business in the State of Arizona, to be evidenced by a Certificate of Authority as defined in A.R.S. § 20-217, a copy of which certificate is to be attached to each applicable bond or binder.

Prior to commencing work under this Agreement, the Vendor/Supplier/Contractor shall provide

City with evidence that it is either a “self-insured employer” or a “carrier insured employer” for

Workers’ Compensation as required by A.R.S. § 23-901 et seq., or that it employs no persons subject to the requirement for such coverage.

5. TERM OF CONTRACT

The initial term of the contract shall be for a period of five (5) years, starting October 4, 2026. The contract may be extended for an additional two (2), two (2) year periods for a total of four (4) additional years with the contract not to exceed nine (9) years, with the mutual consent of the City of Prescott and Contractor/Supplier. Notice of intent to renew with evidence of pricing increase shall be provided by the vendor at least two (2) months prior to normal contract expiration. If renewal results in changes of the terms or conditions, such changes shall be in writing as an amendment to the contract and such amendment shall not become effective until fully executed by both parties.

6. TERMINATION OF CONTRACT

The City reserves the right to terminate any part of or the entirety of any contract that may result from this proposal, without cause and at any time with thirty (30) calendar days’ written notice. In such a case, the consultant shall be paid for services rendered through the date of the termination notice, and the results of all such work through that date shall become the property of the City.

7. COOPERATIVE USE OF CONTRACT

This contract may be extended for use by other municipalities, school districts and government agencies in the State of Arizona and as part of the Strategic Alliance for Volume Expenditures

(S.A.V.E.) with the approval of the contracted vendor. Any such usage by other entities must be in accordance with the statutes, codes, ordinances, charter and/or procurement rules and regulations of the respective government agency.

8. PROTEST POLICY

Any protest against the solicitation or award must be filed with the City Clerk’s Office by 4:00p.m.

up to ten (10) days after award. All such protests shall be in writing and contain the following: 1)

Name, address, email address and telephone number of the interested party; 2) Signature of the interested party or its representative; 3) Identification of the purchasing department and Project name; 4) Detailed statement of the legal and factual grounds for protest including copies of relevant documents; and 5) Form of relief requested. Protesting parties must demonstrate as part of their protest that they made every reasonable effort within the schedule and procedures of this solicitation to resolve the basis or bases of their protest during the solicitation process, including asking questions, seeking clarifications, requesting addenda, and otherwise alerting the City to perceived problems so that corrective action could be taken prior to the selection of the successful vendors. The City will not consider any protest based on items which could have been or should have been raised prior to the deadline for submitting questions or requesting addenda. The filing of a protest shall not prevent the City from executing an agreement with any other proposer.

9. PRICING/FEES

ALARM MONITORING LOCATIONS AND FEE SCHEDULE

All alarm locations are Cell-Dialers

Line Item Department Location Alarm

Type Unit of

Measure Monthly

Price Months Annual

Price

1 Golf

Clubhouse 1 Perkins Dr Fire 1 Month 12

2 Golf

Clubhouse 1 Perkins Dr Intrusion 1 Month 12

3 Recreation

Administration 125 N. Arizona Ave Intrusion 1 Month 12

4 Ault Center 1280 Rosser Dr Fire 1 Month 12

5 Parks

Maintenance 1320 Commerce Dr Fire 1 Month 12

6 Parking

Garage 135 S. Granite St Fire 1 Month 12

7 Water Water

Warehouse 1485 Sundog Ranch Rd FIre 1 Month 12

8 Wastewater 1505 Sundog Ranch Rd Fire 1 Month 12

Line Item Department Location Alarm

Type Unit of

Measure Monthly

Price Months Annual

Price

9 Streets

Building 1548 Sundog Ranch Rd Fire 1 Month 12

10 Fire Station

#71 Admin 1700 Iron Springs Rd Fire 1 Month 12

11 Centennial

Center 1980 Clubhouse Dr Fire 1 Month 12

12 Centennial

Center 1989 Clubhouse Dr Fire 1 Month 12

13 Centennial

Center 1989 Clubhouse Dr Intrusion 1 Month 12

14 City Hall 201 N. Montezuma St Fire 1 Month 12

15 City Hall 201 N. Montezuma St Intrusion 1 Month 12

16 Library 215 E. Goodwin St Fire 1 Month 12

17 Library 215 E. Goodwin St Intrusion 1 Month 12

18 Library

Elevator 215 E. Goodwin St Fire 1 Month 12

19 911 Call

Center 216 S. Cortez St Fire 1 Month 12

20 PD Annex 216-220 S. Marina St Intrusion 1 Month 12

21 Annex Bldg 216-220 S. Marina St ICT 1 Month 12

22 Police Admin 222 S. Marina St Fire 1 Month 12

23 Police Admin 222 S. Marina St Panic 1 Month 12

24 Airport Exec

Hanger Q 2341 Ruger Rd Fire 1 Month 12

25 Airport

Hanger F 2351 Ruger Rd Fire 1 Month 12

26 Airport

Hanger K 2355 Ruger Rd Fire 1 Month 12

27 Airport

Hanger L 2365Ruger Rd Fire 1 Month 12

28 Airport

Hanger G 2371 Ruger Rd Fire 1 Month 12

29 Airport

Hanger M 2375 Ruger Rd Fire 1 Month 12

30 Airport

Hanger H 2381 Ruger Rd Fire 1 Month 12

Unit of

Measure Monthly

Price Months Annual

Price

31 Airport

Hanger N 2385 Ruger Rd Fire 1 Month 12

32 Airport

Hanger I 2391 Ruger Rd Fire 1 Month 12

33 Airport

Hanger O 2395 Ruger Rd Fire 1 Month 12

34 Airport

Hanger J 2401 Ruger Rd Fire 1 Month 12

35 Airport

Hanger P 2405 Ruger Rd Fire 1 Month 12

36 Water

Production

Facility

251 AZ 89 (Chino) Fire 1 Month 12

37 Fire Station

#74 2747 Smoke Tree Ln Fire 1 Month 12

38 Water

Reclamation 2800 Melville Rd Fire 1 Month 12

39 Waste Water

Bldg #2 2800 Sundog Ranch Rd Intrusion 1 Month 12

40 Waste Water

Bldg #3 2800 Sundog Ranch Rd Intrusion 1 Month 12

41 Transfer

Station 2800 Sundog Ranch Rd Fire 1 Month 12

42 Solid Waste 2800 Sundog Ranch Rd Fire 1 Month 12

43 Street

Maintenance 2800 Sundog Ranch Rd Fire 1 Month 12

44 Fire Training

Complex 2900 Sundog Ranch Rd Intrusion 1 Month 12

45 Fire Station

#75 315 Lee Blvd Fire 1 Month 12

46 Fire Station

#71 333 White Spar Fire 1 Month 12

47 Fire Station #71 Safe

Haven

333 White Spar Loss of

Power 1 Month 12

48 Fire Station

#71 Safe

Haven

333 White Spar Door Open 1 Month 12

49 Fire Station

#71 Safe

Haven

333 White Spar Box

Occupied 1 Month 12

Unit of

Measure Monthly

Price Months Annual

Price

50 City Court

Building 406 W. Goodwin St Fire 1 Month 12

51 City Court

Building 406 W. Goodwin St Intrusion 1 Month 12

52 Engineering 430 N. Virginia St Fire 1 Month 12

53 Engineering 430 N. Virginia St Intrusion 1 Month 12

54 Police SWAT 430 N. Virginia St Intrusion 1 Month 12

55 Fleet

Maintenance 432 N Virginia St Fire 1 Month 12

56 Public Works 433 N. Virginia St. Fire 1 Month 12

57 Public Works 433 N. Virginia St. Intrusion 1 Month 12

58 City Clerk

Document

Storage

434 N. Mt. Vernon St Fire 1 Month 12

59 Traffic Signal

Warehouse 440 N. Mt Vernon St Fire 1 Month 12

60 Traffic Signal

Warehouse 440 N. Mt Vernon St ICT 1 Month 12

61 Airport

Hanger C 6420 MacCurdy Drive Fire 1 Month 12

62 Airport

Hanger B 6440 MacCurdy Drive Fire 1 Month 12

63 Airport

Hanger A 6460 MacCurdy Drive Fire 1 Month 12

64 Airport

Administration 6546 Crystal Lane Fire 1 Month 12

65 Airport

Hanger D 6551 Janine Drive Fire 1 Month 12

66 Terminal

Building 6630 Airport Ave Fire 1 Month 12

67 Terminal

Building 6630 Airport Ave Intrusion 1 Month 12

68 Prescott Pump

Station 6700 Jenna Ln Fire 1 Month 12

69 Parks Armory 824 E. Gurley St Fire 1 Month 12

70 IT 828 Rodoe Dr, Ste. A Fire 1 Month 12

Unit of

Measure Monthly

Price Months Annual

Price

71 Barn A 840 Rodeo Dr Fire 1 Month 12

72 Mackin

Building 840 Rodeo Dr, Bldg D Water Bug 1 Month 12

73 PD Property &

Evidence 840 Rodeo Dr.Bldg F Intrusion 1 Month 12

TOTAL

FIRE SUPPRESSION SERVICES PER UNIT COST

Pricing Submission Instructions Multiple pricing tables have been provided for cost identification. You are not required to submit pricing for all tables. For any table or line item where you do not provide pricing: ☑ Check the "NO BID" box in the corresponding row

Requirements: All tables must have a response (pricing OR no bid)

Line Item Description Unit of Measure Per Unit No Bid

1 Fire Extinguishers Per

2 Wet/Dry Sprinkler Systems Per

3 Backflow Assembly Testing Per

4 Fire Alarms Per

5 Control Panels Per

6 Kitchen Hood Systems Per

FIRE SUPPRESSION SERVICES BI-ANNUAL COST

identification. You are not required to submit pricing for all tables. For any table or line item where you do not provide pricing: ☑ Check the "NO BID" box in the corresponding row

Requirements: All tables must have a response (pricing OR no bid)

Line Item Description Unit of Measure Bi-Annual Cost No Bid

1 Kitchen Hood Systems Per

ADDITIONAL COSTS

Line Item Description Unit of Measure Unit Cost

1 Hourly cost for repair or maintenance services, normal work day (8:00 a. m. to 5:00 p.m., MST, excluding weekends and holidays).

Per Hour

2 Hourly cost for repair or maintenance services, off hours

(nights and holidays).

Per Hour

3 Cost to convert phone lines to cell dialed. Per Line

4 Cost to convert monitoring equipment. Per

ADDITIONAL COST PERCENTAGE DISCOUNT

identification. You are not required to submit pricing for all tables. For any table or line item where you do not provide pricing: ☑ Check the "NO BID" box in the corresponding row

Requirements: All tables must have a response (pricing OR no bid)

Line Item Description Unit of Measure Percentage No Bid

1 Equipment Repair parts- Percentage discount offered from current manufacturer's list price

Per

CELL DIALER MONITORING MONTHLY COST

identification. You are not required to submit pricing for all tables. For any table or line item where you do not provide pricing: ☑ Check the "NO BID" box in the corresponding row

Requirements: All tables must have a response (pricing OR no bid)

Line Item Description Unit of Measure Monthly Cost No Bid

1 Fire Alarms Per

2 Burglar Alarms Per

10. PROPOSAL

Firms shall possess the qualifications and Arizona licenses as required by law. Responses to this

Request must be in the form of a proposal, as outlined in this document. The City assumes no liability for the cost of preparing a response to this Request.

Any deviations from the provisions of this Request which are desired by the Offeror shall be specifically noted in the proposal submitted.

10.1. CONTACT INFORMATION

10.1.1. CONTACT PERSON FULL NAME*

What is the full name of the point of contact for your proposal?

*Response required

10.1.2. CONTACT PERSON TITLE*

What is the official title/position of the point of contact for your proposal?

*Response required

10.1.3. CONTACT PERSON EMAIL ADDRESS*

What is the email address of the point of contact for your proposal?

*Response required

10.1.4. CONTACT PERSON PHONE NUMBER*

What is the full phone number of the point of contact for your proposal? Please be sure to include the area code.

*Response required

10.1.5. PROPOSAL*

The Undersigned hereby declares that he has visited the site and has carefully examined the

Contract Documents relating to the work covered by the bids.

The Undersigned hereby declares, as bidder, that the only persons or parties interested in this

PROPOSAL as principals are those named herein; that no elected official or employee of the City is in any manner interested directly or indirectly in this PROPOSAL or in the profits to be derived from the contract proposed to be taken, other than as permitted by law; that this bid is made without any connection with any other person or persons making a separate bid for the same purpose; that the bid is in all respects fair and without collusion or fraud; that he has read the NOTICE

INVITING BIDS, CONTRACT DOCUMENTS AND PROJECT SPECIFICATIONS, and agrees to furnish the items and perform the work called for in accordance with the provisions of said form of Contract and the Specifications and to deliver the same within the time stipulated herein, and that he will accept in full payment therefore the total bid price named in this Proposal.

The bidder shall be properly licensed in the State of Arizona at the time of bidding to perform the services requested or shall be properly licensed to sub-contract commercial work, as may be required in the Scope of Work.

Any bid submitted without the proper contracting license to perform the required work shall be considered non-responsive and rejected.

The bidder further agrees that, upon receipt of written notice of the acceptance of this PROPOSAL, he will execute the Contract in accordance with the PROPOSAL as accepted.

Bidder understands and agrees that the City reserves the right to reject any or all bids and to waive any informality in the bidding.

The bidder agrees that this bid shall be good and may not be withdrawn for a period of ninety (90) calendar days after the scheduled closing time for receiving bids.

☐ Please confirm

*Response required

10.1.6. DISCLOSURE*

Identify any public or private disciplinary actions against your firm or individuals within your firm that occurred within the past five (5) years and would be relevant to this contract. This includes action by professional organizations or oversight committees.

Report any significant material litigation information that would be relevant to this contract.

Disclose any investigation (involving your firm or individuals) conducted in the past five (5) years of any federal or state regulatory agency that might have an impact on this contract.

The firm's response shall be on the firm’s company letterhead and shall be signed by an officer or principal of the firm with contracting authority.

Please upload a PDF document here.

*Response required

10.1.7. PROPRIETARY INFORMATION*

All materials submitted in response to the solicitation, including samples, shall become the property of the City and are therefore subject to public release, upon request, after the Contract award. Firms shall clearly mark any proprietary information contained in its submittal with the words “Proprietary Information”. Firms shall not mark any Solicitation Form as proprietary.

Marking all or nearly all of a submittal as proprietary may result in rejection of the submittal.

Firms should be aware that the City is required by law to make its records available for public inspection. All firms, by submission of materials marked proprietary, acknowledge, and agree that the City will have no obligation to advocate for non-disclosure in any form nor will the City assume any liability to the firms in the event that the City must legally disclose these materials.

*Response required

10.1.8. CERTIFICATIONS*

Please upload all requested certifications in PDF format here.

*Response required

10.1.9. ADDITIONAL INFORMATION (IF NEEDED)

For any additional information requested or required by any of your previously provided answers or as stated within this Notice Inviting Bids please upload the additional documentation here.

10.2. BIDDER QUALIFICATIONS, REPRESENTATIONS AND WARRANTIES

10.2.1. TAXES AND LIENS*

The Bidder hereby certifies as follows:

Bidder has no unsatisfied tax or judgment lien on record.

10.2.2. BIDDER'S CERTIFICATE*

Proposer, being first duly sworn, deposes and says: That he/she is who submits herewith to the

City of Prescott, Arizona, a Proposal:

That all statements of fact in such Proposal are true.

That said Proposal was not made in the interest of or on behalf of any disclosed person, partnership, company, association, organization, or corporation.

That said bidder has not, directly, or indirectly by agreement, communication, or conference with anyone attempted to induce action prejudicial to the interest of the City of Prescott, Arizona, or of any bidder or anyone else interested in the proposed contract; and further, That prior to the public opening and reading of proposal, said bidder:

A. Did not directly or indirectly, induce or solicit anyone else to submit a false or sham proposal;.

B. Did not directly or indirectly collude, conspire, connive or agree with anyone else that said bidder or anyone else would submit a false or sham proposal, or that anyone should refrain from bidding or withdraw his proposals;

C. Did not in any manner, directly or indirectly, seek by agreement, communication or conference with anyone to raise or fix the proposal price of said bidder or of anyone else, or to raise or fix any overhead, profit or cost element of his proposal price, or of that of anyone else;

D. Did not, directly or indirectly, submit his proposed price or any breakdown thereof, or the contents thereof, or divulge information or data relative thereto, to any corporation, partnership, company, association organization, bid depository or to any member or agent thereof, or to any individual or group of individuals, except the City of Prescott, Arizona, or to any person or persons who have a partnership or other financial interests with said bidder in his business.

☐ Please confirm

*Response required

10.2.3. PROPOSAL CERTIFICATION*

The undersigned Proposer hereby certifies as follows:

That he/she has read The City of Prescott’s solicitation documents, its appendices and attachments, and the following Addenda, and to the best of his/her knowledge, has complied with the mandatory requirements stated therein.

That he/she has had opportunity to ask questions regarding the solicitation, and that such questions having been asked, have been answered by the City.

That the Proposer’s proposal consists of all forms required by this Notice Inviting Bids.

That the Proposer’s bid is valid for 90 days.

10.3. MANDATORY REQUIREMENTS

The following criteria are mandatory for submitting proposals.

10.3.1. LICENSING AND BONDING*

Vendor shall be licensed and bonded to perform security alarm installation with a minimum of five

(5) years experience within the State of Arizona.

☐ Please confirm

*Response required

10.3.2. MONITORING EXPERIENCE*

Vendor shall have a minimum of five (5) years experience in monitoring City fire/security alarms in the State of Arizona.

☐ Please confirm

*Response required

10.3.3. PERSONNEL*

Successful Vendor must be able to show sufficient proof that it will be able to locate adequate personnel in the Prescott area and have installers, service technicians, and response personnel available 24 hours a day, 7 days a week. The monitoring/Central station shall be UL certified.

☐ Please confirm

*Response required

10.3.4. REGISTRAR OF CONTRACTORS LICENSE*

Vendor must have applicable ROC license. Enter License number here.

*Response required

10.3.5. ARIZONA CORPORATION COMMISSION BUSINESS STATUS*

Vendor must be in good standing with the Arizona Corporation Commission. Enter business name here.

*Response required

10.3.6. DEBARMENT/SUSPENSION VERIFICATION*

Please enter the business name here.

*Response required

10.3.7. POLICE CLEARANCE*

Vendor must have personnel who can possess Police Clearance.

☐ Please confirm

*Response required

10.3.8. CERTIFICATIONS*

Vendor must be certified in the following areas:

• CSA Compliance-Service and Assessment

• NICET - National Institute for Certification in Engineering Technologies

• Clean Agent

• Kidda/Vigilant Fire-lite Panels

• Fire Alarms

• Kitchen Hoods

• Sprinklers

• Fire Extinguishers

• Service Security and Fire Alarms

☐ Please confirm

*Response required

10.3.9. REFERENCES*

The City will enter into an agreement only with a Bidder(s) having a reputation for satisfactory performance. The Bidder’s ability to provide timely service; knowledgeable, conscientious, and courteous staff; reasonable care and skill; invoicing consistent with contract pricing, etc., are important to the City. Bidder provides information for two clients, other than the City of Prescott, that presently contract with Bidder for similar goods or services.

Format Example:

ABC Firm

123 E Main St. Prescott, AZ 86301

John Smith

Ph:555-555-5555

CDE Firm

456 E Main St. Prescott, AZ 86301

Jason Williams

Ph:333-333-3333

Note: The bid evaluators may contact the customer references, as well as any other customers or customer employees including The City of Prescott. A Bidder with unsatisfactory references may have its bid rejected

*Response required

10.4. SPECIFICATIONS/SCOPE OF WORK - GENERAL REQUIREMENTS

Please indicate compliance or exception in each area. Fully detail any exceptions in a subsequent sub-question.

10.4.1. CENTRAL STATION CONTROL MONITORING SERVICE*

Provide central station control monitoring service for each fire and security alarm system. Service schedule is 24 hours per day, 7 days per week, including all holidays.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.4.2. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.4.3. ALARM SYSTEMS ACTIVATION*

Make notifications of alarm systems activation to the appropriate emergency response agency when actual alarms occur.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.4.4. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.4.5. AUTOMATED ALARM ACTIVATION NOTIFICATIONS TO CITY

REPRESENTATIVES*

Make notifications of alarm systems activation to City representatives based on a prioritized list provided by the City for each system location. These notifications should be made whenever an actual or trouble alarm is received.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.4.6. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.4.7. NOTIFICATION*

Notify City personnel if there are excessive signals.

☐ No

*Response required

When equals "No"

10.4.8. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.4.9. ACCOUNT ACCESS*

Provide online/web based access to manage the accounts, passwords and history.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.4.10. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.4.11. ADDITION OR REMOVAL OF ALARMS*

The City reserves the right to add and/or delete alarms as needed. If alarms are added or deleted, the pricing will be negotiated with the Successful Proposer.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.4.12. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.4.13. PROGRAMMING*

Proposer shall have trained and proficient programmers or remote programming software to program the systems to the City specifications when required.

Compliance = Yes

Exception = No

☐ Yes

When equals "No"

10.4.14. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.4.15. PROGRAMMER*

Proposer shall employ the required programmer to program the systems to meet the City requirements.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.4.16. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.4.17. ACCOUNT REPRESENTATIVE*

The Proposer shall assign an Account Representative (AR), who shall be the primary contact person for monitoring and coordination of all aspects of the contract. In the absence of assigning an AR, the authorized signer of this Proposal will become the appointed AR.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.4.18. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.4.19. SAFE HAVEN BOX WEEKLY TEST REPORTS*

Provide emails for weekly test reports for Safe Haven Box(es).

Compliance = Yes

Exception = No

☐ Yes

☐ No

10.4.20. IF NO, FULLY DETAIL ANY EXCEPTIONS*

10.5. SPECIFICATIONS/SCOPE OF WORK - REQUIREMENTS FOR CENTRAL STATION

Please indicate compliance or exception in each area. Fully detail any exceptions in a subsequent sub-question.

10.5.1. CENTRAL STATION MONITORING*

The Central Station shall be required to monitor digital transmissions from various locations in the

City.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.5.2. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.5.3. DIRECT COMMUNICATION LINK*

The Central Station must be equipped with a direct communication link to the appropriate police and fire departments for transmission of alarm signals and other pertinent information.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.5.4. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.5.5. SIGNALS*

The system shall be programmed to give all possible signals including: opening and closing reports with user identification codes; opening and closing reports from sub-controls or by area; trouble and restoral reports by zone or point; as well as system status of the fire panel. All reports shall be emailed to the City Representative.

Compliance = Yes

Exception = No

10.5.6. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.5.7. ALARMS*

The system must be capable of handling up to 200 directly connected alarms with the option to expand as the need arises. This should be done using the smallest amount of floor space “foot print” as possible.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.5.8. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.6. SPECIFICATIONS/SCOPE OF WORK - MONITORING SIGNAL

Please indicate compliance or exception in each area. Fully detail any exceptions in a subsequent sub-question.

10.6.1. INTRUSION CONTROL COMMUNICATORS*

The intrusion control communicators will be programmed to give all possible signals, and shall be programmed for opening and closing, reports, alarms per zone, restorals per zone, trouble per zone, and low battery reports. These signals shall be identified at the Central Station in a correct format.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.6.2. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.6.3. REPRESENTATIVES*

Successful Proposer shall provide a representative familiar with the systems to accompany a representative from the City when verifying the accuracy of all zone lists and system layout. This verification shall be made prior to any payment for services.

The following are types of signals to be received, processed and recorded:

• Open/Close (Intrusion) Alarm (Fire Alarm)

• Alarm Per Zone (Intrusion) Trouble (Fire Alarm) (emailed not dispatched)

• Zone Out ((Intrusion) to Security & Maintenance)

• Restorals Per Zone (Intrusion)

• Trouble Per Zone (Intrusion)

• Low Battery Report (Intrusion)

☐ Yes

☐ No

*Response required

When equals "No"

10.6.4. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.7. SPECIFICATIONS/SCOPE OF WORK - REQUIREMENTS - SERVICE AND REPAIR ON

EQUIPMENT

Please indicate compliance or exception in each area. Fully detail any exceptions in a subsequent sub-question.

10.7.1. MATERIALS AND EQUIPMENT*

Furnish all materials and equipment and perform all work necessary to install, test, make operational, and repair intrusion and fire detection systems.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.7.2. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.7.3. INTRUSION DETECTION SYSTEM*

The intrusion detection systems shall use UL listed components.

Compliance = Yes

Exception = No

☐ Yes

10.7.4. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.8. SPECIFICATIONS/SCOPE OF WORK - CONTRACTOR'S EMPLOYEES

Please indicate compliance or exception in each area. Fully detail any exceptions in a subsequent sub-question.

10.8.1. TRAINED PERSONNEL*

All personnel employed by the Successful Proposer shall be trained to perform all work in accordance with the industry standards and the specifications of this contract.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.8.2. IF NO, FULLY DETAIL ANY EXCEPTIONS

10.8.3. EMPLOYEE UNIFORMS*

All employees of the Successful Proposer shall wear a uniform with company name and an identification badge.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.8.4. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.9. SPECIFICATIONS/SCOPE OF WORK - REPAIR COSTS

Please indicate compliance or exception in each area. Fully detail any exceptions in a subsequent sub-question.

10.9.1. TIME-AND-MATERIAL BASIS*

Repair costs shall be done on a time-and-material basis. The Successful Proposer shall repair broken/damaged equipment to good working order, consistent with safe and adequate service performance requirements of the Original Equipment Manufacturer.

☐ No

*Response required

When equals "No"

10.9.2. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.9.3. QUALIFIED PERSONNEL*

All repairs shall be performed by qualified personnel with experience and training in the repair of all the requested systems.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.9.4. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.9.5. PARTS*

All defective or unserviceable worn parts shall be replaced with parts approved by the manufacturer for replacement and carrying the manufacturer’s standard warranty. Note: The City reserves the right to request the worn parts for inspection purposes.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.9.6. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.10. SPECIFICATIONS/SCOPE OF WORK - MONITORING LOCATIONS

Please indicate compliance or exception in each area. Fully detail any exceptions in a subsequent sub-question.

10.10.1. DESIGNATED EMERGENCY SERVICES*

The Successful Proposer shall be fully responsible for providing the designated emergency services and/or other personnel required by the City.

☐ Yes

☐ No

*Response required

When equals "No"

10.10.2. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.10.3. DISPATCHING*

The Successful Proposer shall have the ability to dispatch calls using listed names as directed by the City.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.10.4. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.10.5. INTRUSION SIGNALS*

Response to intrusion signals shall be as directed by the City. Each zone shall be unique, and the instructions shall be capable of being easily modified when directed by the City. If a situation warrants assistance and is requested by the City, the monitoring company must have service on site within two (2) hours. Response to Fire, Intrusion, panic alarms is a direct 911 fire call from the monitoring company.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.10.6. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.10.7. PROGRAMMING COSTS*

Costs for initial programming changes are to be included in the proposal.

☐ Yes

☐ No

*Response required

When equals "No"

10.10.8. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.11. SPECIFICATIONS/SCOPE OF WORK - MONITORING REQUIREMENTS

Please indicate compliance or exception in each area. Fully detail any exceptions in a subsequent sub-question.

10.11.1. SYSTEMS MONITORING*

The systems shall be monitored twenty-four (24) hours a day, seven (7) days a week, with a Central

Station using digital communication over the company switched network. All alarm circuits and telephone lines to the telephone company switching equipment shall be supervised for the detection of grounds, shorts or open circuit conditions. The Proposer’s employees monitoring the system shall be bonded.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.11.2. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.11.3. MONITORING EQUIPMENT UPGRADES*

In the event that an upgrade in current monitoring equipment is required, or an additional location is added which requires monitoring, the Successful Proposer will work with the appropriate City staff to insure all new systems are operating properly.

Compliance = Yes

Exception = No

☐ Yes

☐ No

10.11.4. IF NO, FULLY DETAIL ANY EXCEPTIONS*

10.11.5. LABOR, TOOLS, EQUIPMENT AND SUPPLIES*

The Successful Proposer shall furnish all necessary labor, tools, equipment and supplies to perform the required services at the designated locations.

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.11.6. IF NO, FULLY DETAIL ANY EXCEPTIONS*

*Response required

10.11.7. ALARM RECEIVER HARDWARE COMPATIBILITY REQUIREMENTS*

The Proposer shall provide to the City the alarm receiver hardware capable of monitoring via analog and IP alarm signals from a wide variety of alarm panels, including but not limited to, “Contact ID,” “Ademco,” “Silent Knight 4/2,” “BFSK,” and “SIA D1 with checksum.”

Compliance = Yes

Exception = No

☐ Yes

☐ No

*Response required

When equals "No"

10.11.8.