Home_Security_System_Installation_and_Monitoring_Services_for_Elected_Officials.pdf

Home Security System Installation and Monitoring Services for Elected Officials

REQUEST FOR INFORMATION

Wednesday, July 8, 2026

City of Pasadena City Managers Office

Wednesday, July 8, 2026

REQUEST FOR INFORMATION (RFI)

Introduction

Summary

The City of Pasadena is requesting pricing information from qualified and experienced home security companies on home security system packages for its councilmembers. Through this Request for

Information (RFI), the City seeks to evaluate current industry offerings, including system technologies, monitoring services, package options and pricing, installation methods, and optional value-added features. The City Council Department will ultimately maintain a list of three home security system vendors from which councilmembers may select the system that best suits their needs. The purpose of this RFI is to provide the City's elected officials with high quality home security and monitoring services to enhance their security.

Respondents are invited to submit detailed proposals that clearly describe their equipment options, installation process, monitoring services, and any innovative home security solutions and related costs that align with the City’s objectives. All proposals must follow the requirements and format outlined in this RFI.

Contact Information

Questions shall be in written format and be submitted ONLY via e-mail

Procurement Related Questions:

Department of Finance, Purchasing Division

Antonio Watson, Project Manager awatson@cityofpasadena.net

General and/or technical questions:

Wednesday, July 8, 2026

Abbey Tenn

Management Analyst IV

Email: atenn@cityofpasadena.net

Phone: (626) 744-7669

Department:

City Managers Office

Timeline

Release Project Date July 8, 2026

Question Submission Deadline July 23, 2026, 2:00pm

Proposal Submission Deadline August 6, 2026, 2:00pm

Scope of RFI

Scope of Work

The purpose of this Scope of Work is to outline the minimum requirements and areas of information the

City of Pasadena seeks to evaluate. Respondents are asked to provide comprehensive information detailing the full range of residential home security system packages offered by their company.

Respondents shall include, at minimum, the following elements in their proposals:

1. System Description and Technology Overview o Detailed descriptions of each residential security system package offered.

o Specifications for equipment components, including control panels, sensors, cameras, smart home integrations, connectivity methods, and power requirements.

o Technology standards, cybersecurity protections, and data privacy protocols incorporated into system design.

2. Monitoring and Response Services o Description of monitoring options, including professional monitoring, self-monitoring, hybrid models, and response procedures.

o Average response times, notification methods, and escalation processes.

o Certifications or accreditations held by monitoring centers, if applicable.

3. Installation and Maintenance Requirements o Installation process overview, including equipment needs, typical timelines, and whether installation is professional, Do It Yourself (DIY), or hybrid.

mailto:atenn@cityofpasadena.net tel:(626)744-7669

Wednesday, July 8, 2026 o Maintenance and repair services offered, service levels, warranties, and ongoing technical support.

o Any required permits, inspections, or compliance considerations.

4. Pricing Structure o Detailed pricing for all system packages, equipment, monitoring plans, installation charges, and optional add-on services.

o Information on contract terms, length, cancellation policies, and leasing versus purchase options.

5. Value-Added Features and Innovation o Optional enhancements such as mobile app functionality, smart home integrations, environmental sensors, emergency alerting features, or automation capabilities.

6. Company Qualifications and Experience o Background information on the company, including years in business, areas of specialization, and relevant project or program experience.

o Summary of customer service capabilities and performance metrics.

o References from similar engagements, if applicable.

7. Additional Information o Any other details, recommendations, or considerations the Respondent believes will assist the City in its evaluation.

The City reserves the right to request further information or demonstrations from shortlisted vendors before making a final selection.

RFI Instructions

General Instructions

The information obtained from this RFI process may contribute to, and be used for, the guidance of a formal solicitation. The City is interested in identifying whether Contractors responding to this RFI are ultimately willing to respond to a formal solicitation, and potentially accomplish the tasks described in this RFI. Contractors are welcome to schedule a meeting with Abbey Tenn, City Managers Office for coordination of a presentation. THERE WILL BE NO CONTRACT AWARDED AS A RESULT OF THIS RFI

PROCESS. This RFI is a public solicitation of information designed to assist the City in determining an optimal solution and procurement strategy.

No payment shall be made to individuals, contractors, suppliers, or manufacturers that represent for information and solutions provided in response to this RFI.

Wednesday, July 8, 2026

RFI Questions

Please describe your firm's experience providing residential home security system equipment, installation and monitoring.*

*Response required

Please provide at least two home security packages your company offers including features, equipment, technical support and pricing (equipment costs, installation costs and monthly monitoring costs).*

*Response required

Please explain the process you conduct to evaluate a client's home security needs and recommend a home security solution.*

*Response required

Attach any additional information you believe is relevant to this RFI.

Submittal Instructions

Early Preparation for Submission

We value your participation in this solicitation and want to ensure you have every opportunity to present your response in the manner instructed in this solicitation. It is important that you submit a complete response prior to 2:00 pm on Thursday, August 6, 2026 through this eProcurement portal. We strongly advise against waiting to within the last three days of the submittal deadline to begin working on your response. Starting early on your response increases time to:

• Thoroughly review all requirements and the entire solicitation document.

• Gather, organize, and complete the necessary documents for submittal.

• Address any unforeseen technical issues that may arise during the preparation or submittal of your response.

Delaying your response may result in errors, or can cause you to miss the submission deadline. Either of which can negatively impact your submittal or cause your submittal to not be accepted.

Training Resources for Vendors:

Screen Shots:

Instructions for the new eProcurement System: The following link will help you Get Started

(https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9) and will include vendor guides for using the system. Below are additional screen shots for support.

All Video Guides: OpenGov Procurement Vendor Training

1. New Supplier Account https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/dceacbcf-203c-4b0d-aa57-550043bb0dc0

Wednesday, July 8, 2026

2. Submit a Bid or Proposal

3. Updating Your Company Designation on a Solicitation

4. Vendor Selection of Category Codes

5. How To Subscribe To Organizations And Find Active RFPs & Bids

6. Login Process

7. How to Edit or Withdraw your Proposal after it's been Submitted

8. How to Submit a Question

9. Viewing Bid Results

Video Trainings

OpenGov Technical Support

Technical support for an eProcurement system plays a vital role in ensuring smooth operations. You can call or email technical support using the information below.

• Phone: (650) 336-7167

• Email: support@support.opengov.com

• Issue Log: https://opengov.my.site.com/support/s/contactsupport/incident

• Live Chat: Click on the circle blue icon at the bottom right of the screen.

Internet Access A. The City cannot guarantee that equipment involved in Solicitation Submission will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received as instructed in this solicitation complete and prior to the deadline. The City is not responsible for the confidentiality of information transmitted over the Internet.

B. It is the Respondent's responsibility to review your status in our eProcurement system and update your contact information and notification preferences accordingly.

C. The City does not recommend waiting until the last two days to start preparing or submitting your response.

Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 2:00 pm, Thursday, August 6, 2026. Please upload all required documents as instructed in the section named Submittals/Checklist sufficiently early electronically through the city's eProcurement Portal before the time and day listed in this solicitation. Responses must be received in the system prior to the deadline.

https://opengov.my.site.com/support/s/article/8e675a48-dad3-4759-9bae-6b4cb7970d21 https://opengov.my.site.com/support/s/article/2f7dbe3d-9f16-4179-8358-d55fdb37b858 https://opengov.my.site.com/support/s/article/fb581c18-5508-40d7-b714-c753af6514a1 https://opengov.my.site.com/support/s/article/f7fe1d1e-d79c-449a-ad8b-1d736d40b9cd https://opengov.my.site.com/support/s/article/a9d24d60-2ba1-4393-93c5-7512795f080e https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe https://opengov.my.site.com/support/s/article/12c62371-147b-45f4-9bcd-cf2ce5f58259 https://opengov.my.site.com/support/s/article/1323740f-ec46-48ee-a820-954bdd03f739 https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed mailto:support@support.opengov.com https://opengov.my.site.com/support/s/contactsupport/incident https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/281148/document?section=undefined

Wednesday, July 8, 2026

The Specification or Scope of Work included in this Notice shall be considered part of any contract made pursuant thereunder.

Withdrawal of Proposal

Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 2:00 pm on Thursday, August 6, 2026.

City Changes to the Solicitation Documents

The City reserves the right to change any part of these Instructions and Specifications any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the bid documents and of the contract. Addenda shall be made available to each Bidder or Proposer. A Bidder's or Proposer's failure to address the requirements of the addenda may result in the response not being considered. If the City determines that a time extension is required for the bid, the addenda will give the new submission date.

Addenda shall be acknowledged via the City'seProcurement Portal for the project named "Home

Security System Installation and Monitoring Services for Elected Officials." Project ID: 2026-RFI-0401.

Bidders or Proposers can view a list of addenda released by the City by clicking on "Addenda & Notices."

While drafting a response, there is a section for "Addenda Confirmation" where Bidders or Proposers must acknowledge each addenda released.

Deadline for Questions

The deadline to submit questions related to this solicitation is Thursday, July 23, 2026, prior to 2:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement

Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

Follow these simple steps to submit your proposal electronically:

If you are already registered and need help logging in or retrieving your user information utilize the blue chat bubble visible on the lower right hand corner of the screen.

Click on the hyperlink for the City's eProcurement Portal to create your vendor profile.

Electronic Submission of Bids

All Proposers are required to submit their bid pricing electronically via the city's eProcurement Portal.

The electronic system will close submission exactly at the date and time set forth in this solicitation or as changed by addenda. In addition, your bid must be submitted via the eProcurement Portal.

Proposers are responsible for submitting and having their bid accepted before the closing time set forth in this solicitation or as changed by addenda. NOTE: It is the Proposer's sole responsibility to ensure their bid and document(s) are uploaded, transmitted, and arrive in time electronically. The City will have no responsibility for bids that do not arrive in a timely manner, no matter what the reason.

Upon closing of the Bid, Bid Results will be available on the City's eProcurement Portal.

https://procurement.opengov.com/portal/pasadena

Wednesday, July 8, 2026

In the case of a discrepancy between the electronic bid schedule (pricing) and any uploaded Bid schedule document or pricing, the electronic bid schedule will be the accepted bid.

Steps to Submit Your Electronic Proposal:

To submit an offer to the City, vendor must begin by clicking on the green DRAFT PROPOSAL button.

https://procurement.opengov.com/portal/pasadena/projects/281148

1. Acknowledge all Addenda

2. Accept City of Pasadena Terms and Conditions Message

3. Answer all required vendor questions.

4. Upload all required forms. Proposer may save their work and return.

5. Review your work and submit proposal when ready.

6. You will receive a confirmation email from OpenGov upon receipt of your bid/proposal.

7. Proposer may withdraw their bid at any time prior to 2:00 pm on Thursday, August 6, 2026.

Note: If an addenda is issued after a response has been submitted, Proposer or bidder must return to take steps below. Failure to do both steps will result in an invalidated offer.

1- Acknowledge the new addenda; and

2- Resubmit your bid through the City's eProcurement Portal.

Do Not upload a Zip File: Unzip Your Files

Note: If your files are [zipped or] in a zip folder, you may need to unzip the files before uploading. The following instructions may be helpful to do so.

1. Open File Explorer, and find the zipped folder.

2. To unzip the entire folder, right-click to select Extract All, and then follow the instructions.

3. To unzip a single file or folder, double-click the zipped folder to open it. Then, drag or copy the item from the zipped folder to a new location.

Vendor Registration Instructions & Customer Service information:

Click here to register onto the City's eProcurement Portal hosted by OpenGov.

https://procurement.opengov.com/portal/pasadena/projects/281148

Wednesday, July 8, 2026

If you are already registered and need help logging in or retrieving your user information simply click on the blue chat bubble on the lower right hand corner of your screen or contact OpenGov at procurement-support@opengov.com for help at any time.

Customer Service

For assistance with e-bidding or uploading documents: Contact OpenGov via the blue chat bubble on the lower right hand corner of your screen or email at procurement-support@opengov.com.

Monday through Friday 5 am - 5 pm PST, except statutory holidays-- response time is typically less than ten minutes.

Surety2000 Instructions

If a bid bond is required, below are instructions for utilizing Surety2000 to submit an electronic bid bond.

Video Trainings:

• How a Contractor Registers with

Surety2000: https://drive.google.com/file/d/1SCj8obRykze8hIIrG84yYD5Wbod7ZQuR/view

• How to Create a Bond:

https://drive.google.com/file/d/1_ZphPelkFAhVhYhUdpKU1sC1xpNjVnf3/view

• How to Sign the Bond: https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-

9P/view

Bid Bond Instruction:

Bidders must provide all required information for the City to verify the bond with their bid. The bond must meet the following requirements and characteristics: Bid security in the amount of five percent

(5%) of the total bid price in the form of a redeemable or callable electronic surety bond, meeting City requirements, must accompany all bids. If the Bidder to whom the contract is awarded shall for fifteen

(15) calendar days after such award fail or neglect to enter into the contract with the required insurance documentation, submit the Construction & Demolition Waste Management Plan, and file the required bonds, the City may deposit in its treasury said bid security and, under no circumstances, shall it be returned to the defaulting Bidder. Failure to return signed contract with all the attachments stated above may result in having the project awarded to the next lowest bidder.

Here is what bidders must provide to their bonding agent when trying to setup a bid bond for the City of

Pasadena: The Project ID of the solicitation on which you are bidding. Your Contractor Vendor ID which is your Federal Tax ID or it’s equivalent. Both fields are required for validation. If you are having trouble finding these ID’s, please contact Surety2000 at 1-800-660-3263 or email help@surety2000.com mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://drive.google.com/file/d/1SCj8obRykze8hIIrG84yYD5Wbod7ZQuR/view https://drive.google.com/file/d/1_ZphPelkFAhVhYhUdpKU1sC1xpNjVnf3/view https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-9P/view https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-9P/view mailto:help@surety2000.com