Alarm_Monitoring_SOW.pdf

Alarm Monitoring Services for National Park Service Historic Buildings Museums

Frederick Law Olmsted, Longfellow-Washington’s Headquarters, and John F. Kennedy National Historic Sites

Table of Contents

Section 1.0 Background Section 2.0 Scope Section 3.0 Objectives Section 4.0 Tasks Section 5.0 Delivery Section 6.0 Government-Furnished Property Section 7.0 Security Section 8.0 Place of Performance Section 9.0 Period of Performance Section 10.0 Restrictions Section 11.0 Definitions

SECTION 1.0 BACKGROUND

The monitoring services coverage require 24 hours a day, 365 days a year, throughout the life of this contract for the following properties.

The ages of our buildings range from 1759 to 1909. They are in good condition. They are occupied by staff and the public during most daytime hours. There are no overnight occupants at these locations.

Frederick Law Olmsted, National Historic Site NHS 99 Warren St Brookline, MA Phone: 617-566-1689

Longfellow-Washington’s Headquarters NHS 105 Brattle St Cambridge, MA Phone: 617-876-4491

John F. Kennedy Birthplace NHS 83 Beals St Brookline, MA Phone: 617-566-7937

Maintenance Facility 34 South St Somerville, MA Phone: 617-562-0697

Olmsted Mission:

Frederick Law Olmsted NHS preserves the legacy and the significant resources associated with America’s premier landscape architecture landscapes. The Olmsted Archives provides researchers with historic archival documentation for the rehabilitation of Olmsted designed landscapes nationwide. The Olmsted Center for Landscape Preservation promotes the stewardship of significant landscapes through research, planning, and sustainable preservation maintenance. These programs, in conjunction with a public education strategy that extends beyond the boundaries of the park, enhance the appreciation and stewardship of America’s most valued public spaces.

Kennedy Mission:

John F. Kennedy NHS preserves and interprets the birthplace of the 35th president of the United States and the later memoralization of his boyhood home by the president’s mother, Mrs. Rose Kennedy. The historic house, grounds, collections, and neighboring Brookline community document the formative years of one of the nation’s most powerful political families and permit exploration of early influences which helped to shape the character and ambitions of John F.

Kennedy.

Longfellow Mission:

Longfellow NHS preserves and interprets historically and culturally significant buildings, grounds and collections which reflect the values and ideas of its occupants. As home and headquarters of General George Washington during siege of Boston (1775-1776), home to poet Henry Wadsworth Longfellow and family (1837-1950), and one of the nation’s finest examples of mid-Georgian architecture, Longfellow NHS offers insight into the many themes related to America’s birth and evolving national identity.

NOTE:

The following address is included in this procurement and is not classified as a historic structure. The location of this building may move during the performance of this contract to another similar facility within the same local area.

Maintenance Facility 34 South St

SECTION 2.0 SCOPE

2.1

The purpose of this contract is to procure alarm monitoring services. No installation shall be required. The systems that need monitoring are intrusion, telecommunications and fire protection. The alarm systems that need to be monitored already exist in each of the buildings described in section 1. The alarm monitoring services shall protect the aforementioned National Historic site properties and the maintenance facility (not a National Historic site property).

This contract will also provide monthly electronic reporting of activity at the aforementioned. Alarm monitoring services are to be provided 24 hours a day, 365 days a year for the life of this contract. Service repairs when needed shall be available 24 hours a day, 365 days a year for the life of this contract. Service is on an as needed basis and will be in accordance with agreed upon rates established in the solicitation and shall be completed within 24 hours of notifications by NPS.

2.2

Regarding our Maintenance Facility, the National Park Service currently resides at the 34 South St. Somerville, MA. This building is used for buildings and grounds operations, restoration projects, and storage. It is to be monitored with the same exact requirements as our three National Historic site properties.

2.3

The following information denotes systems coverage:

Location Description # of systems

Olmsted Site Intrusion 3 Olmsted Site fire alarm panel 1 Olmsted Site fire suppression 1 Olmsted Site Cellular 2

Longfellow Site Intrusion 3 Longfellow Site fire alarm panel 1 Longfellow Site Cellular 2 Longfellow Site panic button 1

Kennedy Site Intrusion 1 Kennedy Site fire alarm 1 Kennedy Site fire suppression 1 Kennedy Site panic button 1 Kennedy Site Cellular 1

Maintenance facility intrusion 1 Maintenance facility Cellular 1

2.4

This Scope of Work includes 9 optional line items for Service Calls for each year for the duration of the contract.

CLIN 00XXX

Optional Service Call not to exceed $250 for any combination of labor and materials.

CLIN 00XXX

Optional Service Call not to exceed $250 for any combination of labor and materials.

CLIN 00XXX

Optional Service Call not to exceed $250 for any combination of labor and materials.

CLIN 00XXX

Optional Service Call not to exceed $250 for any combination of labor and materials.

CLIN 00XXX

Optional Service Call not to exceed $500 for any combination of labor and materials.

CLIN 00XXX

Optional Service Call not to exceed $500 for any combination of labor and materials.

CLIN 00XXX

Optional Service Call not to exceed $500 for any combination of labor and materials.

CLIN 00XXX

Optional Service Call not to exceed $500 for any combination of labor and materials.

CLIN 00XXX

Optional Service Call not to exceed $1,000 for any combination of labor and materials.

Section 3.0 Objectives

3.1 The alarm monitoring services that the government is seeking to procure shall provide security for the above locations. These buildings currently have alarm monitoring systems in place. This procurement of services is not to install, remove, or replace any of the existing monitoring equipment or telecommunications lines or cellular devices. This procurement of services requires the utilization of all existing equipment, devices and telecommunications

(water alarms, temperature alarms, magnets, motion detectors, freezer alarms, code pads, etc.).

Section 4.0 Tasks

4.1

1. Provide 24-hour, seven-a-day-a-week uninterrupted monitoring by central alarm station of three historic sites referenced in section one and Maintenance building. If an alarm is triggered, contractor shall contact Park Staff on approved call list within 5 minutes of receipt of alarm. Vendor must be insured and licensed within the Commonwealth of Massachusetts and must secure all required permits. Vendor must be within a 20-mile radius of each of the locations listed in this contract. A 20-mile radius is required for rapid response of systems failures.

2. The contractor shall provide a response/event hierarchy plan as part of the quote proposal. The plan must demonstrate a response, for example, actions taken for an exterior door magnet without a delay, multiple motions being tripped, panic button being pressed, etc. The same applies to the fire protection system. For example, fire trouble response versus fire alarm response. A fire alarm trip shall require a call to the fire dept. first, then a call to park service personnel.

3. Electronically provide monthly activity reports. This report provides all activity generated from all systems. For example, each authorized/unauthorized opening, each breach of the system and resolution, times/dates of events, false alarms and actual alarms, National Park Service names associated with user codes. This electronic report shall be emailed directly to Scott_Fletcher@nps.gov, COR for this project. It shall be received on the first of each month and contain all reporting information from the prior month beginning on the first of that month. The report shall be sorted by property location and events/activity shall be chronologically reported.

4. Provide 24 hour, seven-day-a-week emergency service by trained and Massachusetts licensed technicians of National Park Service owned systems at all properties pertaining to this contract. A technician shall physically respond to a call for emergency service within one hour of initial call by park service security coordinator. All repairs shall be complete within 24 hours of initial call.

5. Vendor shall provide a written description of work done during each site visit to the COR. No work is to be undertaken without specific approval of the COR or designated personnel.

6. Monitoring billing shall be quarterly and shall be submitted electronically in accordance with instructions contained in the contract terms and conditions using the invoice processing platform instructions (IPP). Quarters shall be broken down as follows: 1st quarter is January, February, March. 2nd quarter is April, May, June. 3rd quarter is July, August, September. 4th quarter is October, November, December.

7. Contractor’s central office shall be always reachable by phone and park service personnel shall be able to speak with a central station operator immediately without delay and without being placed on hold.

mailto:Scott_Fletcher@nps.gov

8. Prior to award of contract, vendor shall provide proof of and shall be required to maintain insurance in accordance with the clause contained in section 5.

Vendor shall provide proof of insurance to the Contracting Officer at the time of quote submission.

9. Central Office shall be fully approved by Underwriters Laboratories. The vendor shall also have a backup generator for constant electrical supply.

10. Vendor employees shall speak English fluently, read and comprehend written English, and compose coherent written reports in English. Vendor shall not permit employees who do not have a good command of the English language work under this contract.

4.2

Alarm monitoring company shall monitor all properties covered in this contract continuously without interruption. Alarm monitoring company shall provide qualified Massachusetts licensed alarm technicians that will report physically to all service call locations within 1 hour of call. Qualified technicians shall be available 24 hours a day throughout each calendar year throughout the life of this contract. The alarm company technician shall be a uniformed representative of the alarm company displaying the company name and credentials visible upon arrival. Alarm company will provide monthly activity reports (only electronically, see par. 3 under scope). Alarm company shall provide minor telephone services at no cost to the National Park Service. For example, an employee needs to call the alarm company to check on proper closing. Or the security coordinator needs assistance resolving an alarm or improper closing/opening. The alarm company shall also provide user codes for all park service employees present and future.

Alarm company shall resolve all service calls within 24 hours of the day in which the service call was placed, including Saturday, Sundays, and all holidays.

The NPS will provide access to all properties without delaying or interfering with the alarm company’s ability to perform service calls. At all times, the NPS will provide personnel to escort the alarm company technician throughout the properties.

The hours of operation at all locations are 5:00a.m. – 6:00p.m., Monday – Sunday excluding federal holidays. Weekend hours are seasonal and subject to change based on staffing and budget availability. The park COR has the right to adjust these hours at any time.

4.3 Provide monitoring and service calls at all properties covered in this contract with the following parameters:

1. The alarm company shall respond to all alarms and trouble signals generated by all devices located at NPS properties covered by this contract. This response must be received by park personnel identified on a rotating call list. The call from contractor to park personnel must be received by cell phone. This method is subject to change based on the individual respondent. For example, some respondents reside in areas where no cell service is available and therefore may have to receive calls using a landline. The method of communication is the responsibility of the respondent. No texts or emails are allowed for communicating troubles or alarms. The response is initiated within 5 minutes of transmitted signal. Respondent numbers will be provided using a rotating call list.

2. Alarms/troubles shall be diagnosed and mitigated with repairs completed within 24 hours of diagnosis. All repairs shall be performed using new equipment/parts which conform to Underwriters Laboratories (UL). No used parts whatsoever.

Replacement parts and equipment cannot be of obsolete technology.

Alarm company will resolve all service calls within 24 hours of the day which the service call was placed, including Saturday, Sundays, and all holidays.

3. Vendor shall provide a written description of work to be done during service call diagnostic site visit to park security coordinator. No work is to be undertaken without specific approval of the COR.

4. A current class D electrical license is required for electrician's/systems technicians who work on these systems including intrusion, telecommunications and fire protection. The owner of the monitoring company shall also hold a current class C contractor license and a current Public Safety License known as an S license.

4.4 Monitoring requirements:

1. The government shall utilize the Quality Assurance Surveillance Plan (QASP) appended hereto as attachment 0002 to monitor contractor’s performance, system monitoring and system maintenance to rate compliance with the tasks described above.

Contractor shall:

2. According to hours of operation as described in section 4, an opening or closing signal outside the hours of operation will be sent to the central station to be recorded. Should someone desire to enter after or before the listed hours, that person must either call the contractor’s central office in advance, or upon entering the building, identify themselves with his/her pass number. If the central office does not receive a call from that person opening or closing outside the hours of operation, the central office shall call the on-call personnel to report the irregular opening/closing. This call shall be placed by the contractor with 5 minutes of opening and closing times. The central station will record this irregular opening and/or closing with the associated pass card number.

3. In the event the alarm system is not armed within 15 minutes after its scheduled closing time, the alarm company shall be responsible to first call the site identified as no opening or no closing signal (phone numbers provided in section 1, under “Background”). If the contractor cannot reach the park personnel, the contractor shall then notify the authorized person on call by cell phone. The alarm company will also do the same if any of the properties are not disarmed 1 hour after its scheduled opening.

4. In order that the NPS may exercise strict control of employee call backs, the contractor shall call and report to the Facility Manager (Scott Fletcher, 617-201- 7146) before the end of the next business day of any call backs.

5. Monitor and record all information about an alarm: the time the alarm originated, the time the police or fire department arrived, and the time the system was restored. The contractor will get final confirmation of alarm restoration and/or systems status from the park service respondent on call.

6. All systems shall be connected to the central station by a digital communicator, dedicated land line and/or cellular system. All systems shall transmit the following independent and different signals:

a) Open signal

b) Closing signal

c) Motion alarms

d) Door alarms

e) 24-hour malfunction/troubles

f) Intrusion system low battery

g) Restoration of alarms and troubles

h) Phone line failure

i) cellular failure/troubles

j) Restoration of phone line and cellular failures

k) Fire alarm signals

l) Fire alarm troubles

m) Fire alarm low battery

n) Fire suppression troubles and alarms

o) Freezer alarms

p) Panic alarms

q) Low temperature signals

r) Carbon monoxide detection signals

s) Natural gas detection signals

Telephone lines:

1. Prior to making any repairs to the NPS telephone system, the contractor shall contact the COR by phone at 617-201-7146. The COR will obtain the NPS telecommunication department I.T. Specialist’s concurrence which will be relayed to the contractor by the COR. No repairs shall be initiated without the approval of the COR.

2. The dedicated land line service also monitors the digital dialer phone lines.

These lines are part of the NPS regular telephone system. These lines are to be monitored on a 24 our continuous basis.

3. Cellular back up is an integral component to the alarm system. This component will also be monitored in the same way as the landlines.

Billing procedures:

1. Billing for maintenance services for customer incurred service shall be per occurrence in accordance with agreed upon rates established in the solicitation. These rates shall be utilized for any service or equipment repair/purchase in addition to or beyond the scope of these specifications.

2. Billing for monitoring shall be quarterly and shall be submitted in arrears at the end of each quarter in accordance with the Invoice Processing Platform (IPP) in section I of the contract.

3. A separate line of accounting for services calls shall carry $4000.00 to be used for any service call charge at any of the locations in this contract. For example: the vendor dispatches a technician to one of our locations to perform a service call. The cost of that service call shall be applied to the line of accounting for service calls and routed through the IPP for payment by the park. In other words, the park shall not receive a separate bill for the service call. This will eliminate the park having to process the service call through credit card, ACH, or any other method of payment.

Contract administration:

Contracting Officer’s Representative:

Scott Fletcher, Facility Manager 45 Life St.

Brighton, MA 02135 Scott_Fletcher@nps.gov 617-201-7146

Contracting Specialist / Officer

Crystal Lopez crystal_lopez@nps.gov 702-468-7112

Section 5.0 Delivery

5.1

Reports:

Contractor shall electronically provide monthly activity reports. This report shall provide all activity generated from all systems. For example, each authorized/unauthorized opening, each breach of the system and resolution, times/dates of events, false alarms and actual alarms, names associated with user codes. This electronic report shall be emailed directly to Scott_Fletcher@nps.gov. It shall be received on the first of each month and contain all reporting information from the prior month beginning on the first of that prior month throughout that entire month. The report shall also be sorted by property location and events/activity shall be chronologically reported.

Service:

a) Alarm monitoring company shall monitor all properties covered in this contract continuously without interruption. Alarm monitoring company shall provide qualified Massachusetts licensed alarm technicians that shall report physically to all properties within 1 hour of call. Fully licensed technicians shall be available 24 hours a day, 365 days a year throughout the life of this contract. The alarm company technician shall be a uniformed representative of the alarm company displaying the company name and with credentials visible upon arrival.

b) Alarm company shall provide minor telephone services at no cost to the park service. For example, an employee needs to call the alarm company to check on proper closing. Or the security coordinator/employee needs assistance resolving an alarm or improper closing/opening. The alarm company shall also provide user codes for all park service employees present and future. Alarm company shall resolve all service calls within 24 hours of the day which the service call was placed, including Saturday, Sundays, and all holidays.

c) Service calls will be billed upon completion of service call. Invoice will have a description of work that was done and cost per hour for technician with an itemized list of parts replaced and a description of original malfunction.

Section 6.0 GOVERNMENT FURNISHED PROPERTY

6-1 The Government will furnish no materials or tools. All materials and tools are

Contractor furnished from outside the park.

Section 7.0 SECURITY

7-1 Contractor shall be always escorted by National Park Service employee when in the buildings. This is a standard policy that applies to all guests and visitors at the site. Service technicians shall have credentials displayed and wearing company uniform with company name visible. Representatives of contractor’s office will be allowed to park vehicles in areas designated by park personnel.

7-2 Contractor personnel or equipment shall not come in contact with any furniture, artifacts etc. at any time. There shall be no use of any tobacco products or consumption of any foods or liquids unless directed by park personnel. If smoking materials are to be used, the technician shall ask for direction from the park personnel. The same applies to all foods and liquids.

7-3 No technician at anytime shall be permitted to drill, nail, screw, remove etc. any piece or pieces of historic or non-historic fabric. The technician shall ask a park service employee for direction if the need arises.

Section 8.0 PLACE OF PERFORMANCE

8-1

LOCATIONS:

1. Monitoring and services shall take place at the following National Park

Service locations:

Frederick Law Olmsted, National Historic Site (NHS) 99 Warren St.

Brookline, MA 0244

Longfellow-Washington’s Headquarters NHS 105 Brattle ST Cambridge, MA 02138

John F. Kennedy Birthplace NHS 83 Beals St.

Brookline, MA 02446

Maintenance Facility (National Historic site) 34 South St

8-2 CONTRACTOR’S USE OF PREMISES:

1. Contractor may park vehicles in the public parking areas in a manner which does not interfere with site visitors or site employees

2. Public restrooms will be available for the contractor employees to use.

Common housekeeping rules apply; use of facilities may be prohibited if determined by COR.

3. All work shall be completed in such a way as to create no damage and to protect the surrounding property, collection, fabric etc.

9.0 PERIOD OF PERFORMANCE

9.1 Once contract is awarded, services will commence for a one-year base period of performance with 4 additional one year option periods.

10.0 Restrictions:_______________

10.1 No wireless devices are to be integrated into any existing systems and/or any expansion of any system. Each device associated with each system shall be physically connected by hard wire to the associated control panel or hard wires leading to control panel.

10.2 No food, liquids, or tobacco products shall be permitted inside any of the property without the approval of the COR. The COR or any representative of the park service will direct the contractor/tech on where he or she is allowed to have food, liquid, or tobacco products.

10.3 No drilling, cutting, scraping or fastening to any fabric is allowed at any of the properties without approval from the COR. This approval can only come from the COR, no other park personnel have the authority to approve. Scott Fletcher (617-201-7146) is the COR.

10.4 No active listening devices such as radios, ipods, etc. shall be permitted at any of the properties. This includes devices using ear buds.

Explanation: each of the properties is staffed with personnel and they are also opened for public tours. Music, loud conversation, etc. would be a disturbance to the staff and/or visitors and shall not be permitted. No vulgar language shall be used by contractor technician(s) at any time while on government property.

10.5

No physical contact with historic artifacts is permitted without the approval or guidance of the COR.

11.0_________________________________________Definitions:__________

11.1 Regular opening: an opening when any alarm system at any site is correctly (no alarms/troubles) disarmed within the predetermined hours of operation.

11.2

Irregular opening: an opening when any alarm system at any site is either disarmed upon entry outside of the predetermined hours of operation or not disarmed (no code entered) upon entry within or outside of the predetermined hours of operation.

11.3 Regular closing: when an alarm system at any site is armed within the predetermined closing hours of operation and there are no issues such as a door left opened or the fire alarm in bypass.

11.4 Irregular closing:

When an alarm system at any site is not armed beyond the 15-minute period of the predetermined closing hour.

11.5 No closing: an alarm system has not been armed at any of the sites and has gone beyond 15 minutes of the predetermined hours of operation.

11.6 Wireless device: communication devices or equipment integral to the alarm monitoring system which are not physically connected to the on- site control panel.