RFP-185-26-SP Intrusion, Monitoring, Camera Equip Master.pdf

PROCUREMENT OFFICE

7450 FREIGHT WAY

MECHANICSVILLE, VA 23116

SEALED REQUEST FOR PROPOSALS (RFP)

RFP NUMBER 185-26-SP

TITLE Intrusion, Monitoring & Security Camera Systems

ISSUE DATE SEPTEMBER 10, 2026 PAGE 1 OF 42

CONTRACT OFFICER Schniece Foust

EMAIL ADDRESS Schniece.Foust@virginiaabc.com

PHONE 804-213-4446 FAX N/A

SOLICITATION DUE

DATE

Sealed proposals will be received until the date/time listed below for furnishing the goods/services described herein.

Date: October 30, 2026 Time: 5:00PM (Eastern Standard Time, EST) eVA Mandatory All Offerors must be eVA registered prior to the closing date and time of this solicitation.

PRE-PROPOSAL

CONFERENCE Mandatory

A mandatory pre-proposal conference will be held on October 01, 2026, at 10:00AM (EST). The conference will be hosted at Virginia Alcoholic Beverage Control Authority’s Central Office located at 7450 Freight Way, Mechanicsville, VA 23116.

No one will be admitted after 10:05AM. Attendance at this conference is a pre-requisite to proposal submission.

Reference Section 9 of the solicitation for additional information.

PERIOD OF

CONTRACT

January 1, 2027, through December 31, 2031, with the option of five (5) subsequent one (1) year renewals.

SEALED PROPOSAL

SUBMISSION

ELECTRONIC SUBMISSION ONLY – NO HAND DELIVERED OR MAILED PROPOSALS WILL BE ACCEPTED

Sealed proposals shall be submitted to the following email address: ITProcurement@virginiaabc.com

Late proposals will not be accepted. It is the responsibility of the OFFEROR (not Virginia ABC) to ensure proposals are submitted on time by the date and time noted above. To distinguish proposals from other email, please mark the email subject as “PROPOSAL DOCUMENT

– RFP # 185-26-SP”. It is the intent of the Procurement Office to assist in recognition of these important documents. Faxed proposals will not be accepted. Proposals must be submitted on this and the attached form(s) and must be signed.

SERVICE/DELIVERY

DATE

Virginia ABC’s mandatory delivery/service date is January 01, 2027. State your earliest firm delivery/service date:

SERVICE/DELIVERY

LOCATION

All Virginia Alcoholic Beverage Control Authority Retail and Regional office locations as submitted on Attachments D & E.

INQUIRIES All inquiries for information should be directed via email to the Contract Officer listed above. All inquiries must be received in writing on or before October 07, 2026, no later than 5:00PM (EST).

TERMS &

CONDITIONS

This solicitation is subject to the provisions of Virginia ABC’s General Terms and Conditions and any changes or revisions thereto, which are hereby incorporated into this Request for Proposals in their entirety. The attached Special Terms and Conditions shall also be a part of the solicitation.

In compliance with this Request for Proposals (RFP) and all conditions imposed in this RFP, the undersigned firm hereby offers and agrees to furnish all goods/services required by this RFP at the prices indicated in the pricing schedule, and the undersigned firm hereby certifies that all information provided below and in any schedule attached hereto is true, correct, and complete. Any resulting agreement shall be defined by a written contract, which shall be binding only when fully executed by both parties.

OFFEROR INFORMATION:

Date: Virginia Contractor License # ☐ Not Required ☒ Required (enter #):

Name of Firm: DUNS #:

Address of Firm: City, State, Zip:

Email Address: Phone: Fax:

Is the firm eVA registered? ☐ No ☐ Yes (enter the eVA Vendor ID #):

Is the firm SWaM certified? ☐ No ☐ Yes (enter the DSBSD SWaM certification #):

Does the firm accept the Commonwealth’s Small Purchase Charge Card? ☐ Yes ☐ No

Signature:

Printed Name: Title:

Virginia Alcoholic Beverage Control Authority does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against an Offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment.

mailto:Schniece.Foust@virginiaabc.com mailto:ITProcurement@virginiaabc.com

RFP # 185-26-SP Page 2

TABLE OF CONTENTS

Section Page #

Background 3

Purpose 3

Definitions 3

Statement of Needs 4

Scope of Work 4

Proposal Preparation and Submission Instructions 6

Specific Proposal Instructions 8

Evaluation Criteria and Award of Contract 8

Pre-Proposal Conference – Mandatory 9

Method of Payment 9

Pricing Schedule 9

General Terms and Conditions 11

Special Terms and Conditions 11

Attachment A – Vendor Data Sheet 21

Attachment B – Proprietary/Confidential Information Summary Form

Attachment C – Subcontractor Approval Request Form 23

Attachment D – Regional Office Addresses 24

Attachment E – Retail Store Addresses & Square Footage 25

Appendix A – Intrusion, Monitoring, & Security Camera Requirements Excel file

RFP # 185-26-SP Page 3

1. BACKGROUND:

The Virginia Alcoholic Beverage Control Authority (Virginia ABC) and its nearly 4,700 employees are proud to serve the Commonwealth of Virginia as an independent political subdivision and one of 11 public safety agencies working with the Secretariat of Public Safety and Homeland Security. The Authority administers ABC laws with an emphasis on public safety by ensuring an orderly and regulated system for convenient sales and responsible consumption of alcohol.

Virginia ABC is a leading revenue producer for the Commonwealth and a source of future economic growth and innovation for the State. The profits that Virginia ABC contributes – collected from sales of distilled spirits at Virginia ABC stores, taxes collected on beer and wine sales, violation penalties and license fees – provide much-needed funding for use in a multitude of State programs, thus benefiting all Virginians. Since its establishment in 1934, Virginia ABC has contributed $12 billion to the Commonwealth’s General Fund, which supports major education, health and transportation initiatives.

As one of 17 control states across the United States – where the state government manages the sale and distribution of distilled spirits at the wholesale level, Virginia ABC stores are the only retail outlets in Virginia where customers may purchase liquor.

Our Stores and Products: With approximately 390 stores in convenient locations throughout the Commonwealth, Virginia ABC is dedicated to providing those ages 21 and older with an enjoyable, modern shopping environment.

Considerable planning is involved in determining locations for new stores to ensure optimum customer service. Virginia ABC also strives to make sure that customers can easily obtain the spirits they want by being timely and nimble in response to market changes, product availability, and consumer desires.

Virginia ABC offers a wide selection of merchandise – including mixers, vermouth, and Virginia-made wines in addition to liquor – with more than 3,967 items available in its product catalog. These products are stored in the 315,000-square-foot Virginia ABC warehouse – the size of about five and a half (5½) football fields – located in Hanover, VA. The warehouse daily receives and ships about 35,000 cases of distilled spirits for a total of more than 12.7 million last year.

Virginia ABC stores receive weekly deliveries to restock items available for sale to customers of legal drinking age.

2. PURPOSE:

The purpose of this Request for Proposals is to solicit proposals from qualified Offerors to establish a term contract through competitive negotiations. The Authority requires a comprehensive upgrade and standardization of physical security systems across its enterprise footprint, consisting of approximately 390 retail store locations, 8 regional offices, and a remote warehouse. The current physical security environment has evolved over time through multiple technology deployments, resulting in inconsistent equipment, varying levels of functionality, and fragmented support models. These conditions have created operational inefficiencies, increased maintenance costs, and challenges in effectively monitoring and responding to security events.

3. DEFINITIONS:

CONTRACTOR: The term “Contractor” refers to an individual or firm that has entered into an agreement to provide goods or services to Virginia ABC. In addition, it also refers to a firm who, when awarded the contract, will be responsible for the goods or services required, as a result of this solicitation.

FREEDOM OF INFORMATION ACT (FOIA): A state freedom of information statute that requires access to public records not otherwise exempt from release.

OFFEROR: The term “Offeror” as referenced in this solicitation refers to the individual or firm preparing and submitting a proposal in response to this Request for Proposals.

SUBCONTRACTOR: The term “subcontractor” shall refer to those having a direct contract with the Contractor to perform a specific task as part of the overall project and are paid for services provided to the project by the Contractor.

RFP # 185-26-SP Page 4

TERMINOLOGY: The terms “must”, “shall”, “should”, and “may” are used to identify the criticality of the requirements.

“Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the Contractor to provide required goods or services. Items labeled as “should” are highly desirable, although their absence will not have as large an impact. Items labeled “may” will be useful but are not necessary.

VIRGINIA ABC: “Virginia ABC” shall refer to the Virginia Alcoholic Beverage Control Authority – one of eleven public safety agencies under the Secretariat of Public Safety and Homeland Security for the Commonwealth. Virginia ABC administers the state's ABC laws (created by the General Assembly) with an emphasis on public service and a focus on protecting citizens by ensuring a safe, orderly and regulated system for convenient distribution and responsible consumption of alcohol.

4. STATEMENT OF NEEDS:

The Authority currently utilizes a single vendor for intrusion alarm systems and monitoring services across the majority of its locations. Much of the associated alarm and monitoring equipment is aging and approaching end-of-life, creating reliability concerns, increasing maintenance requirements, and limiting access to modern security capabilities.

Concurrently, several store locations have received camera system upgrades through a different vendor, resulting in a mixed surveillance environment with varying hardware, software platforms, support processes, and operational capabilities. This lack of consistency has increased complexity in system administration, user training, troubleshooting, and vendor management.

Compounding these challenges, approximately 135 store locations currently utilize intrusion alarm systems that communicate through legacy Plain Old Telephone Service (POTS) lines. As telecommunications providers continue to phase out copper-based telephone infrastructure, these locations face increasing risks related to service disruptions, reduced support availability, and escalating recurring costs. To ensure continued alarm communications and modernize the intrusion platform, these locations must be upgraded to Flex IP alarm panels or equivalent IP-based communication technology.

The Authority also seeks to establish a standardized and integrated security system across eight regional office locations to ensure consistent protection, monitoring, and operational oversight. A uniform security platform will enhance situational awareness, improve incident response, streamline system administration and reporting, and ensure consistent security standards, policies, and support across all regional offices. The proposed solution should be scalable, centrally manageable, and capable of supporting future security enhancements as organizational requirements evolve.

Offerors shall provide a detailed phased implementation and migration plan for the deployment of intrusion detection systems and security cameras across all 390 retail locations. The rollout plan must include clearly defined phases, site prioritization methodology, project milestones, resource requirements, and estimated timelines for completion.

Proposed schedules should consider factors such as geographic distribution, store size, operational requirements, and any site-specific information provided as part of the proposal package. Offerors must demonstrate their approach for minimizing business disruption while ensuring a seamless transition from existing systems to the proposed solution, with regular progress reporting and escalation procedures identified throughout the project lifecycle.

5. SCOPE OF WORK:

Retail locations will require varying camera configurations based on factors including store size, geographic location, square footage, sales volume, facility layout, and overall security risk profile. To support proposal development, information for all 390 store locations has been provided, including location details, square footage, and the designated camera package requested for each site. Offerors shall use this information to develop solutions that align with the specified package requirements while ensuring appropriate coverage and security capabilities for each retail location.

Offerors shall reference Appendix A, the Excel document included with this RFP solicitation, for the detailed scope of services, technical specifications, credentials and other applicable requirements. It is the vendor's responsibility to review all information contained in Appendix A and ensure that their proposal fully addresses the stated requirements.

RFP # 185-26-SP Page 5

Offerors shall provide a recommended refresh schedule for all proposed products and services, including suggested replacement and upgrade timelines throughout the anticipated lifecycle of the solution.

Modernization Initiative

The modernization initiative will include the following components:

Security Infrastructure Upgrades

• Replacement and upgrade of aging security camera systems and surveillance hardware.

• Replacement and upgrade of monitoring and video recording equipment.

• Modernization of intrusion detection and alarm systems.

Communications Modernization

• Migration of approximately 135 locations from legacy POTS-based alarm communications to Flex IP panels.

Technology Standardization and Integration

• Standardization of surveillance, intrusion detection, and monitoring technologies across all locations.

• Improved integration between surveillance, alarm, and monitoring systems.

• Consolidation of equipment standards, software platforms, and support processes where practical.

Centralized Management and Cybersecurity

• Implementation of centralized management and monitoring capabilities.

• Enhancement of cybersecurity protections for all connected security devices.

Support and Lifecycle Management

• Establishment of standardized maintenance, support, and lifecycle management practices.

Expected Outcomes

The proposed solution is expected to:

Strengthen Security Operations

• Improve physical security, loss prevention, and incident response capabilities.

• Enhance centralized monitoring and operational visibility.

• Improve overall system reliability, resiliency, and cybersecurity posture.

Modernize and Standardize the Environment

• Establish a standardized enterprise security platform across 390 retail locations and 8 regional offices.

• Replace aging security infrastructure with modern, supportable technology.

• Eliminate dependence on legacy POTS communications through the migration of applicable locations to Flex IP panels.

Improve Efficiency and Reduce Complexity

• Streamline administration, training, and support across all facilities.

• Reduce complexity associated with managing multiple technologies and vendors.

• Lower long-term maintenance costs and total cost of ownership.

Support Future Growth

• Provide a scalable and flexible foundation for future security technology enhancements and business requirements.

RFP # 185-26-SP Page 6

6. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:

6.1 General Requirements:

Offerors are required to submit a proposal with sufficient information concerning all evaluation factors to enable Virginia ABC personnel to fully understand the capabilities of the Offeror to perform all requirements in the solicitation. Proposals should be prepared simply and economically, providing a straightforward, concise description of the capabilities to satisfy the requirements of the RFP. The Offeror is advised that quality of information is more important than quantity. Completeness, clarity, brevity, and logical organization should be emphasized during proposal preparation. Offerors are encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to the proposed project and are discouraged from providing marketing/advertising materials or other presentations beyond that sufficient to present a complete and effective proposal.

6.2 Proposal Format and Submission:

A. In order to be considered for selection, Offerors must submit a complete response to this RFP. Proposals must be submitted with the following:

• One (1) proposal containing an original longhand signature on the proposal cover page. The proposal containing the original longhand signature shall be marked “ORIGINAL”.

• One (1) additional redacted proposal copy is also required for submission, including a photocopy of the original signed proposal cover page.

B. The redacted proposal copy shall not deviate in any way from the original.

C. The back-up copy is required not to show any Offeror’s names, logos, addresses, or any indication of the

Offeror’s identity.

D. Distribution of the proposal by the Offeror to any other entity is prohibited.

E. A total of two (2) proposal copies (one [1] original and one [1] redacted copy) shall be submitted to ITProcurement@virginiaabc.com no later than the time and date deadline specified in this solicitation.

F. Certificate of Insurance (See amount limits required under the “Insurance” section in the General Terms and

Conditions).

6.3 Proposal Preparation:

A. Proposals shall be signed by an authorized representative of the Offeror. All information requested must be submitted. Failure to submit all information requested may result in Virginia ABC requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by Virginia ABC at its discretion. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

B. Any addenda that may be issued to clarify this project must be signed and included with the proposals.

C. All pages of the proposal should be numbered. The proposal should reference the corresponding section(s) of the RFP.

D. Offerors shall clearly and specifically identify the goods/services being offered and enclose complete and detailed, descriptive product information and specifications with the proposal to enable the Evaluation Panel to determine if the goods/services meet the requirements of the solicitation.

E. Ownership of all data, materials, and documentation originated and prepared for Virginia ABC pursuant to the

RFP shall belong exclusively to Virginia ABC and be subject to public inspection in accordance with the Virginia Freedom of Information Act (FOIA). Trade secrets or proprietary information submitted by an Offeror shall mailto:ITProcurement@virginiaabc.com

RFP # 185-26-SP Page 7 not be subject to public disclosure under the Virginia FOIA; however, the Offeror must invoke the protections of §2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information, see Attachment B. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal.

6.4 Proposal Structure:

A. Using Appendix A:Intrusion, Monitoring, & Security Camera Requirements, Offerors shall prepare their response in the order outlined below, with tabbed sections for ease of identification and review. Proposals that are not organized in this manner risk elimination from consideration or receiving a lower score if the Evaluation Panel is unable to find where the RFP requirements are specifically addressed. The response shall consist of the sections/tabs listed below:

Tab/Section Tab/Section Title

Tab/Section 1 Table of Contents

Tab/Section 2 Cover Letter & Executive Summary

Tab/Section 3 Company Profile, Experience & Credentials

Tab/Section 4 Proposed System Architecture & Video Management Solution

Tab/Section 5 Camera, Video Storage, Export & Network Specifications

Tab/Section 6 Cybersecurity, Scalability & System Reliability

Tab/Section 7 Client Applications, Analytics/AI (if applicable) & Remote Access

Tab/Section 8 Intrusion Alarm System & Functional Requirements

Tab/Section 9 Access Control, Communications & Reporting

Tab/Section 10 Equipment Specifications & Compatibility

Tab/Section 11 Monitoring Services & SLAs

Tab/Section 12 Installation, Deployment & Phased Rollout Plan

Tab/Section 13 Maintenance, Service & Support Program

Tab/Section 14 Appendices & Supporting Documentation

B. Pricing Schedule: Pricing must be submitted as a separate file attached to the proposal submission.

6.5 Oral Presentation:

Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to Virginia ABC. This provides an opportunity for the Offeror to clarify or elaborate on the proposal, but in no way changes the original proposal. This is a fact-finding and explanation session only, and does not include negotiations. Virginia ABC will schedule the time and location of these presentations. Oral presentations are an option of Virginia ABC and may or may not be conducted. Therefore, written proposals should be complete.

6.6 Solicitation Questions:

Solicitation questions shall be emailed to the Contract Officer listed on the cover page of the solicitation and must be received no later than October 07, 2026, by 5:00pm (EST). Virginia ABC intends to answer all questions submitted prior to this deadline. Questions and answers will be provided via a formal RFP addendum. Thus, Offerors are cautioned not to include proprietary information in the questions because Virginia ABC will release it to all Offerors. Virginia ABC reserves the right not to respond to any questions received concerning this solicitation after the deadline. Accordingly, Offerors are encouraged to carefully and fully review all solicitation requirements and submit questions to Virginia ABC early in the proposal preparation cycle.

RFP # 185-26-SP Page 8

7. SPECIFIC PROPOSAL INSTRUCTIONS:

Proposals should be as thorough and detailed as possible so that the Virginia ABC Evaluation Panel may properly assess the Offeror’s capabilities to provide the required goods and services. Offerors are required to submit the following items as a complete proposal:

A. The return of this complete RFP (all pages), signed, and all addenda acknowledgements (if any), signed and filled out as required.

B. Completed Vendor Data Sheet, included as Attachment A, and other specific items or data requested in the RFP.

C. Completed Proprietary/Confidential Information Summary Form (if any), included as Attachment B.

D. Completed Subcontractor Approval Request (if any), included as Attachment C.

E. Provide a list of at least three (3) references who have used your Intrusion & Security services, see Attachment A.

References should have insight into goods and services similar to this and should be similar in proposed pricing.

F. A written narrative to include:

1. Experience in providing the goods/services described herein. Please provide a brief overview of:

a. Your company

b. Number of years in business

c. Number of employees

d. Nature of business

e. Description of clients

2. Give a brief description of the evolution of the company, including a discussion of prominent Intrusion & Security services performed in the last three (3) years.

3. Provide a summary of your company’s short-term and long-term goals and strategic vision.

4. List any industry awards/recognition that you have received, the awarding party, and the date received.

5. Names, qualifications, and experience of the personnel to be assigned to the project.

6. Resumes of the personnel to be assigned to the project.

G. Proposed price. Indicate in the pricing schedule, Section 11 of the RFP. Pricing shall be returned as a separate file.

8. EVALUATION CRITERIA AND AWARD OF CONTRACT:

8.1 Evaluation Criteria:

All proposals received will be reviewed and evaluated by Virginia ABC’s Evaluation Panel using the following criteria, the order of which is not indicative of the weight or importance:

Evaluation Criteria Points

Technical & Functional Compliance 30

Monitoring, Maintenance, Service & SLA Commitments 30

Cost 20

Experience, Qualifications, Past Performance 10

TOTAL 100

RFP # 185-26-SP Page 9

8.2 Award of Contract:

Selection shall be made of one Offeror deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals. Negotiations may be conducted with the Offeror so selected. After negotiations have been conducted with each Offeror so selected, Virginia ABC shall select the Offeror which, in its opinion, has made the best proposal, and shall award the contract to that Offeror. Virginia ABC may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. Should Virginia ABC determine in writing and in its sole discretion that only one (1) Offeror is fully qualified, or that one (1) Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the Contractor’s proposal as negotiated.

9. PRE-PROPOSAL CONFERENCE –MANDATORY:

A mandatory pre-proposal conference will be held at 10:00AM (EST) on October 01, 2026, at Virginia ABC’s Central Office, 7450 Freight Way, Mechanicsville, VA 23116. No one will be admitted after 10:05AM (EST). The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

10. METHOD OF PAYMENT:

The Contractor will be paid on the basis of invoices submitted. Payments will be made according to §20315 of the CAPP Manual, which is thirty (30) days after receipt of a proper invoice by Virginia ABC’s Accounts Payable Department or receipt of goods or services, whichever is later. Virginia ABC will have the option of paying the Contractor in less than thirty (30) days if a discount is offered for expedient payment.

A _____% prompt payment discount is offered by Contractor for prompt payment of _____ calendar days.

The Commonwealth of Virginia encourages Contractors to accept electronic and charge card payments. The Commonwealth of Virginia Small Purchase Charge Card may be used as the method of payment at the discretion of Virginia ABC if the Contractor has an established Merchant Account/Agreement. Merchant bank fees shall not be charged back to Virginia ABC. Invoices shall be submitted to the following address:

Virginia Alcoholic Beverage Control Authority Attention: Accounts Payable P.O. Box 3250 Mechanicsville, VA 23111 *Preferred method of invoice submittals: accounts.payable@virginiaabc.com

11. PRICING SCHEDULE:

The Contractor agrees to provide the described goods/services herein based on the prices indicated below. Prices shall include all expenses (i.e., parking, meals, lodging, photocopying, airfare, mileage, communication cost, automobile rental, etc.). In case of arithmetic errors, the unit price will govern.

mailto:accounts.payable@virginiaabc.com

RFP # 185-26-SP Page 10

Virginia ABC Retail Locations

Item Description Quantity UOM Unit Price Total

1 Installation (equipment + labor) 390 Each $ $

2 Monitoring 390 Monthly $ $

3 Maintenance & Service 390 Monthly $ $

4 Intrusion Equipment (panel, sensors, keypad, etc.)

390 Each (Package price)

5 Camera Equipment (cameras, DVR, height strip cameras, power supply, cabling)

390 Each (Package price)

6 Travel for service 1 Per visit $ $

7 Labor for service 1 Per visit $ $

8 Equipment Warranty 1 Annually $ $

9 Licensing & Subscription Fees 1 Annually $ $

10 POTS-to-Fiber/Cellular Conversion 135 Each $ $

11 Miscellaneous Fees 1 Each $ $

GRAND TOTAL $

Virginia ABC Regional Enforcement Offices

Item Description Quantity UOM Unit Price Total

1 Installation (equipment + labor) 8 Each $ $

2 Monitoring (Year 1) 8 Monthly $ $

3 Maintenance & Service 8 Monthly $ $

4 Travel for service 1 Per visit $ $

5 Labor for service 1 Per visit $ $

6 Equipment Warranty 1 Annually $ $

7 Licensing & Subscription Fees 8 Annually $ $

GRAND TOTAL $

RFP # 185-26-SP Page 11

Equipment

Item Description Quantity Proposed Make / Model Unit Price

1 Touch Panel w/ Battery Backup 1 $

2 Keypad 1 $

3 Duress/ Panic Buttons 5 $

4 Door Contact Sensors 1 $

5 Motion Detectors 1 $

6 Glass Break Sensors 1 $

7 Dome / 360 camera 1 $

8 Height Strip Camera 1 $

9 Wireless Receiver 1 $

10 DVR 1 $

11 Power Supply (16+ camera capable)

1 $

12 Camera Wiring 1 $

12. GENERAL TERMS AND CONDITIONS:

The General Terms and Conditions are located on Virginia ABC’s website at the following link:

https://www.abc.virginia.gov/about/procurement/terms-conditions

The Contractor will be responsible for reading and understanding the General Terms and Conditions.

13. SPECIAL TERMS AND CONDITIONS:

AUDIT: The Contractor shall retain all books, records, and other documents relative to this contract for five(5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. Virginia ABC, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

AWARD: Selection shall be made of one Offeror deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals. Negotiations may be conducted with the Offeror so selected. After negotiations have been conducted with each Offeror so selected, Virginia ABC shall select the Offeror which, in its opinion, has made the best proposal, and shall award the contract to that Offeror.

Virginia ABC may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. Should Virginia ABC determine in writing and in its sole discretion that only one (1) Offeror is fully qualified, or that one (1) Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the Contractor’s proposal as negotiated.

https://www.abc.virginia.gov/about/procurement/terms-conditions

RFP # 185-26-SP Page 12

CANCELLATION OF CONTRACT: Virginia ABC reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days (update # of days as applicable) written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days (update # of days as applicable) written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

CERTIFICATION TESTING PERIOD – SYSTEMS: The system specified in the contract shall be considered ready for testing upon receipt of documentation from the Contractor that a successful system audit or diagnostic test was performed at the site demonstrating that the system meets the minimum design/performance capabilities stipulated in the purchase agreement. The ENTER # day testing period shall commence on the next calendar day following receipt of this documentation. Upon request, Virginia ABC will provide written confirmation of its acceptance following successful completion of the certification period. Such acceptance shall not be conclusive of complete conformance in all respects to the contract specifications and other requirements, or the nonexistence of potential latent defects.

CONFIDENTIALITY: Virginia ABC agrees that neither it nor its employees, representatives, or agents shall knowingly divulge any proprietary information with respect to the operation of the software, the technology embodied therein, or any other trade secret or proprietary information related thereto, except as specifically authorized by the Contractor in writing or as required by the Freedom of Information Act or similar law. It shall be the Contractor’s responsibility to fully comply with §2.2-4342F of the Code of Virginia. All trade secrets or proprietary information must be identified in writing or other tangible form and conspicuously labeled as “proprietary” either prior to or at the time of submission to Virginia

ABC.

CONTINUITY OF SERVICES: The Contractor recognizes that the services under this contract are vital to Virginia ABC and must be continued without interruption and that, upon contract expiration, a successor, either Virginia ABC or another

Contractor, may continue them. The Contractor agrees:

A. To exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor;

B. To make all Virginia ABC owned facilities, equipment, and data available to any successor at an appropriate time prior to the expiration of the contract to facilitate transition to successor; and

C. That the Virginia ABC Contract Officer shall have final authority to resolve disputes related to the transition of the contract from the Contractor to its successor.

The Contractor shall, upon written notice from the Contract Officer, furnish phase-in/phase-out services for up to ninety

(90) days after this contract expires and shall negotiate in good faith a plan with the successor to execute the phase-in/phase-out services. This plan shall be subject to the Contract Officer’s approval.

The Contractor shall be reimbursed for all reasonable, pre-approved phase-in/phase-out costs (i.e., costs incurred within the agreed period after contract expiration that result from phase-in, phase-out operations) and a fee (profit) not to exceed a pro rata portion of the fee (profit) under this contract. All phase-in/phase-out work fees must be approved by the Contract Officer in writing prior to commencement of said work.

CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT: By my signature on this solicitation, I certify that this firm/individual and subcontractor are properly licensed for providing the goods/services specified. Furthermore, the

Contractor and subcontractors shall maintain the required license throughout the term of the contract. The Contractor or their subcontractor shall immediately notify Virginia ABC in writing in the event the license has been revoked.

Contractor Name:

RFP # 185-26-SP Page 13

Subcontractor Name:

License Number:

License Type:

CONTRACTOR REGISTRATION: If a contract for construction, removal, repair or improvement of a building or other real property is for one hundred and twenty thousand dollars ($120,000) or more, or if the total value of all such contracts undertaken by Offeror within any 12-month period is seven hundred and fifty thousand dollars ($750,000) or more, the

Offeror is required under Title 54.1-1100, Code of Virginia (1950), as amended, to be licensed by the State Board of

Contractors a “CLASS A CONTRACTOR.” If such a contract is for ten thousand dollars ($10,000) or more but less than one hundred and twenty thousand dollars ($120,000), or if the total value of all such contracts undertaken by Offeror within any 12-month period is between one hundred and fifty thousand dollars ($150,000) and seven hundred and fifty thousand dollars ($750,000), the Offeror is required to be licensed as a “CLASS B CONTRACTOR.” If such a contract is over one-thousand dollars ($1,000) but less than ten thousand dollars ($10,000), or if the Contractor does less than one hundred and fifty thousand dollars ($150,000) in business in a 12-month period, the Offeror is required to be licensed as a “CLASS

C CONTRACTOR.” The board shall require a master tradesmen license as a condition of licensure for electrical, plumbing and heating, ventilation and air conditioning Contractors. The Offeror shall place on the outside of the envelope containing the proposal and shall place in the proposal over his signature whichever of the following notations is appropriate, inserting his Contractor license number:

Licensed “Class B” Virginia

Contractor Number:

Specialty:

Licensed “Class C” Virginia

If the Offeror shall fail to provide this information on his proposal or on the envelope containing the proposal and shall fail to promptly provide said Contractor license number to Virginia ABC in writing when requested to do so before or after

Licensed “Class A” Virginia

RFP # 185-26-SP Page 14 the opening of proposals, he shall be deemed to be in violation of §54.1-1115 of the Code of Virginia (1950), as amended, and his proposal will not be considered.

If an Offeror shall fail to obtain the required license prior to submission of his proposal, the proposal shall not be considered.

CYBER SECURITY POLICY AND NETWORK SECURITY LIABILITY INSURANCE: Such Privacy and Network Security Liability coverage will extend to both liability associated with a potential breach of personally identifiable information, as well as notification expenses associated with such a breach. Policy will be a claims-made program with any prior acts exclusion predating both the date of this agreement and any earlier commencement of services.

Coverage is required for any and all Wrong Acts and the resulting damages and claims expenses in connection with the work being performed under the Contract with limits of liability not less than: $2,000,000 Per Claim; $4,000,000

Aggregate, including the following Insuring Agreements: 1) Privacy Liability; 2) Network Security Liability; 3) Internet

Media Liability; and 4) Network Extortion. Data Breach Fund and Regulatory Proceeding coverage is required and can be provided with a Sub-Limit of Liability with limits no less than $100,000 and $500,000, respectively.

Coverage shall be continuous (by renewal or extended reporting period) for no less than 60 months following completion of the contract and acceptance of final product by Virginia ABC. Coverage, including renewals, shall have the same retroactive date as the original policy applicable to this contract.

DELIVERY AND STORAGE: It shall be the responsibility of the Contractor to make all arrangements for delivery, unloading, receiving and storing materials in the building during installation. Virginia ABC will not assume any responsibility for receiving these shipments. Contractor shall check with Virginia ABC and make necessary arrangements for security and storage space in the building during installation.

eVA ORDERS AND CONTRACTS: It is anticipated that the solicitation/contract will result in one or more purchase order(s) with the applicable eVA transaction fee assessed for each order.

Vendors desiring to provide goods and/or services to Virginia ABC shall participate in the eVA Internet e-procurement solution and agree to comply with the following: If this solicitation is for a term contract, failure to provide an electronic catalog (price list) or index page catalog for items awarded will be just cause for Virginia ABC to reject your offer or terminate this contract for default. The format of this electronic catalog shall conform to the eVA Catalog Interchange Format (CIF) Specification that can be accessed and downloaded from www.eVA.virginia.gov. Contractors should email Catalog or Index Page information to eVA-catalog-manager@dgs.virginia.gov.

EXCESSIVE DOWNTIME: Equipment or software furnished under the contract shall be capable of continuous operation.

Should the equipment or software become inoperable for a period of more than 24 hours, the Contractor agrees to pro-rate maintenance charges to account for each full day of inoperability. The period of in operability shall commence upon initial notification. In the event the equipment or software remains inoperable for more than two(2) consecutive calendar days, the Contractor shall promptly replace the equipment or software at no charge upon request of Virginia ABC. Such replacement shall be with new, unused product(s) of comparable quality, and must be installed and operational within five (5) calendar days following the request for replacement.

EXTRA CHARGES NOT ALLOWED: The proposal price shall be for complete installation ready for Virginia ABC’s use, and shall include all applicable freight and installation charges; extra charges will not be allowed.

FINAL INSPECTION: At the conclusion of the work, the Contractor shall demonstrate to Virginia ABC’s representative(s) that the work is fully operational and in compliance with contract specifications and codes. Any deficiencies shall be promptly and permanently corrected by the Contractor at the Contractor’s sole expense prior to final acceptance of the work.

mailto:eVA-catalog-manager@dgs.virginia.gov

RFP # 185-26-SP Page 15

INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless the Commonwealth, Virginia ABC, their officers, directors, agents and employees (collectively, “Commonwealth’s Indemnified Parties”) from and against any and all losses, damages, claims, demands, proceedings, suits and actions, including any related liabilities, obligations, losses, damages, assessments, fines, penalties (whether criminal or civil), judgments, settlements, expenses (including attorneys’ and accountants’ fees and disbursements) and costs (each, a “Claim” and collectively, “Claims”), incurred by, borne by or asserted against any of Commonwealth’s Indemnified Parties to the extent such Claims in any way relate to, arise out of or result from: (i) any intentional or willful conduct or negligence of any employee, agent, or subcontractor of the Contractor, (ii) any act or omission of any employee, agent, or subcontractor of the Contractor, (iii) breach of any representation, warranty or covenant of the Contractor contained herein, (iv) any defect in the Contractor-provided products or services, or (v) any actual or alleged infringement or misappropriation of any third party’s intellectual property rights by any of the Contractor-provided products or services. Selection and approval of counsel and approval of any settlement shall be accomplished in accordance with all applicable laws, rules and regulations. For state agencies, the applicable laws include §§2.2-510 and 2.2-514 of the Code of Virginia. In all cases involving the Commonwealth or state agencies, the selection and approval of counsel and approval of any settlement shall be satisfactory to the Commonwealth.

In the event that a Claim is commenced against any of Commonwealth’s Indemnified Parties alleging that use of the Contractor-provided products or services, including any components thereof, or that the Contractor’s performance or delivery of any product or service under this Contract infringes any third party’s intellectual property rights and the Contractor is of the opinion that the allegations in such Claim in whole or in part are not covered by this indemnification provision, Contractor shall immediately notify Virginia ABC in writing, via certified mail, specifying to what extent the Contractor believes it is obligated to defend and indemnify under the terms and conditions of this Contract. The Contractor shall in such event protect the interests of the Commonwealth’s Indemnified Parties and secure a continuance to permit Virginia ABC to appear and defend their interests in cooperation with the Contractor as is appropriate, including any jurisdictional defenses Virginia ABC may have.

In the event of a Claim pursuant to any actual or alleged infringement or misappropriation of any third party’s intellectual property rights by any of the Contractor-provided Deliverables, Products, Software, Services, Solution, including Solution Components, Application and Licensed Services, as applicable, or Contractor’s performance, and in addition to all other obligations of the Contractor in this Section, the Contractor shall at its expense, either (a) procure for all Authorized Users the right to continue use of such infringing Deliverables, Products, Software, Services, Solution, including Solution Components, Application and Licensed Services, as applicable, or any component thereof; or (b) replace or modify such infringing Deliverables, Products, Software, Services, Solution, including Solution Components, Application and Licensed Services, as applicable, or any component thereof, with non-infringing Deliverables, Products, Software, Services, Solution or Solution Component(s), Application and Licensed Services, as applicable, satisfactory to Virginia ABC. And in addition, the Contractor shall provide Virginia ABC with a comparable temporary replacement products and/or services or reimburse Virginia ABC for the reasonable costs incurred by Virginia ABC in obtaining an alternative product or service, in the event Virginia ABC cannot use the affected Deliverable, Product, Software, Services, Solution or Solution Component(s), Application and Licensed Services, as applicable, or any component thereof. If the Contractor cannot accomplish any of the foregoing within a reasonable time and at commercially reasonable rates, then the Contractor shall accept the return of the infringing Deliverables, Products, Software, Services, Solution, Solution Component, Application and Licensed Services, as applicable, or any component thereof, along with any other components rendered unusable by Virginia ABC as a result of the infringing component, and refund the price paid to the Contractor for such components.

INSPECTION OF JOB SITE: My signature on this solicitation constitutes certification that I have inspected the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by Virginia ABC.

LIMITATION OF USE: Virginia ABC’s right to use computer software developed entirely at private expense may be limited by the Contractor as stipulated in this contract. Notwithstanding any provision to the contrary however, Virginia ABC shall have at a minimum: unlimited use of the software on the equipment for which it is purchased; use of the software on a secondary system for backup purposes should the primary system become unavailable, malfunction, or is otherwise rendered inoperable; use of the software at another Virginia ABC site should the system be entirely transferred to that location; the right to make a backup copy for safekeeping; the right to modify or combine the

RFP # 185-26-SP Page 16 software with other programs or materials at Virginia ABC’s risk; and the right to reproduce any and all documentation provided such reproduction is for the sole use of Virginia ABC. These rights are perpetual and irrevocable; in the event of any actual or alleged breach by Virginia ABC, the Contractor’s sole remedy shall be to pursue a monetary claim in accordance with §2.2-4363 of the Code of Virginia.

NEW EQUIPMENT: Unless otherwise expressly stated in this solicitation, any equipment furnished under the contract shall be new, unused equipment.

NONVISUAL ACCESS TO TECHNOLOGY: All information technology which, pursuant to this agreement, is purchased or upgraded by or for the use of any State agency or institution or political subdivision of the Commonwealth (the “Technology”) shall comply with the following nonvisual access standards from the date of purchase or upgrade until the expiration of this agreement:

Effective, interactive control and use of the Technology shall be readily achievable by nonvisual means;

The Technology equipped for nonvisual access shall be compatible with information technology used by other individuals with whom any blind or visually impaired user of the technology interacts;

Nonvisual Access Technology shall be integrated into any networks used to share communications among employees, program participants or the public; and

The Technology for nonvisual access shall have the capability of providing equivalent access by nonvisual means to telecommunications or other interconnected network services used by persons who are not blind or visually impaired.

Compliance with the foregoing nonvisual access standards shall not be required if the head of the using agency, institution or political subdivision determines that (i) the Technology is not available with nonvisual access because the essential elements of the…