RFP 26026 ALARM SYSTEMS TESTING ETC FINAL.pdf

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THE UNIFIED GOVERNMENT OF

ATHENS-CLARKE COUNTY(ACCGov)

DATE: February 6, 2026

TO: Alarm System Vendors

SUBJECT: RFP # 26026 ALARM SYSTEM TESTING, MAINTENANCE, MONITORING

AND REPAIR

You are invited to submit a proposal to provide testing, maintenance , monitoring and repair of fire alarm systems and other security related equipment as described in the Scope of Services section for the Central Services Department.

Inquiries regarding proposals should be made to Edward Tulenko, Senior Buyer (762) 400-6070, or accbids@accgov.com. Technical questions may be directed to Keith Lunsford, Facilities Management, Building Automation Coordinator / Central Services at (706) 613-3570, fax: (706) 613-3574 or email:

keith.lunsford@accgov.com

A MANDATORY pre-proposal conference to respond to all inquiries with regard to this project will be held at 10:00 AM ET, February 18, 2026 in the Facilities Management Conference Room, located at 2555 Lexington Road in Athens, Georgia. Potential offeror’s are required to attend.

The estimated range of this project is between $100,000 - $180,000.

The Unified Government of Athens-Clarke County is accepting electronic bid submissions only.

Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on “Draft Response,” and follow the instructions to submit the electronic bid

Not later than 2:00 P.M. ET, Tuesday, March 10, 2026

A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the proposal opening date. Please call (706) 613-3088 for more information. This service is in compliance with the Americans with Disabilities Act (ADA).

The Unified Government of Athens-Clarke County reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of the Unified Government of Athens-Clarke County.

mailto:accbids@athensclarkecounty.com

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TABLE OF CONTENTS

SECTION TITLE

I REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

II REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

III SCOPE OF SERVICES

A. INTRODUCTION AND PURPOSE

B. GENERAL REQUIREMENTS

C. ADDITIONAL REQUIREMENTS

D. SPECIFIC TASKS

IV SELECTION PROCESS AND EVALUATION CRITERIA

V MANDATORY PROPOSAL FORMS

A: PROPOSAL FORM

B: ADDENDA ACKNOWLEDGEMENT

C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

CONTRACTOR AFFIDAVIT & AGREEMENT

D: PRICE PROPOSAL SCHEDULE

VI DOCUMENTS CHECK LIST

ATTACHMENT A: WHAT YOUR BUSINESS NEEDS TO KNOW ABOUT GEORGIA’S E- VERIFY

REQUIREMENTS

ATTACHMENT B: ACCGOV SECURITY/BURGLAR SYSTEMS

ATTACHMENT C: ACCGOV SPECIAL SYSTEMS

ATTACHMENT D: PRICE PROPOSAL SCHEDULE - MAINTENANCE AGREEMENT FOR FIRE,

SECURITY, CAMERAS & OTHER EQUIPMENT

ATTACHMENT E: STANDARD AGENCY CONTRACT FORM AND STANDARD AGENCY

CONTRACT

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SECTION I - REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

ALL PROPOSALS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND

MAY BE SUBJECT TO DISCLOSURE.

A complete signed proposal must include the documents listed below:

PROPOSAL FORMAT: Offerors are expected to examine the specifications, price schedule, and all instructions. Failure to do so will be at the offeror’s risk. Each offeror shall furnish the information required by the solicitation. The proposal and price schedule must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the offeror.

All proposals received will become a part of the official contract file and may be subject to disclosure.

PROPOSAL FORMAT: All proposals should include the information outlined below and in the following order:

1. Cover Letter: A brief cover letter of introduction and interest.

2. Table of Contents: Including all sections and subsections.

3. Business Information: State the full name and address of your organization and the branch office or other subordinate element that will perform the services described in this proposal. Include telephone number, point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate.

4. Qualifications and Experience: Include an organization chart and summary resumes of key personnel proposed for the project, including designations of the team leader, the consultant responsible for design, the project architect, the person responsible for all proposed communications with the owner and all proposed sub-consultants and description of their roles.

a. Current Project Assignments: Identify the current project assignment(s) and the currently identified completion date(s) for projects currently being managed by the key individuals proposed for our project.

b. Understanding of the Project: Statement of the firm's understanding of the project and proposed approach for providing requested services.

c. Additional Services Required: Based on the firm's understanding of the project, identify any additional services that might be required for a successful program.

5. References: Include a minimum of three references that represents the company’s experience in providing similar alarm testing, maintenance, monitoring and repair. Include the name, address, telephone number, point of contact and description of the contract for each reference.

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6. Financial Information and Documentation: Provide relevant information regarding organizational stability and strength. Documentation may include:

a. A statement of organizational structure (e.g., sole proprietorship, partnership, corporation, joint venture, etc.), information regarding the make-up of that structure (e.g., owner, partners, board of directors joint venture partners, etc.), a listing of financial references.

b. Failure to Complete Prior Projects - disclose whether the Offeror (or any general partner or joint venture of the Offeror) has ever failed to complete a similar project. If so, list the date of commencement of the project and the entity for which the project was to be performed, and explain why the project was not completed.

c. Disclose information and provide an explanation regarding any contracts involving the offeror or joint venture firm within the last three years which exceeded initial program or project budget, exceeded initial schedule, and any contract penalties or damages assessed.

7. Other Relevant Information: Include any other relevant information concerning the project in this section.

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THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY

REQUEST FOR PROPOSAL (RFP 26026)

ALARM SYSTEM TESTING, MAINTENANCE, MONITORING AND REPAIR

CENTRAL SERVICES DEPT

ATHENS, GEORGIA

SECTION II - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

A. INTRODUCTION

PURPOSE

The Unified Government of Athens-Clarke County desires to solicit competitive proposals from responsible vendors to provide testing, maintenance, monitoring and repair of fire alarm systems, security alarm systems and other security related equipment for the Central Services Department for a one-year period, with the option to extend the contract for four additional one-year terms if agreed upon by all parties.

The contractor will provide services per the scope of services as indicated in the attached files of this request for proposal (RFP).

PLEASE NOTE:

CONNECTIVITY:

Regarding fire and burglar alarm monitoring, the method of communicating with the central station must be included. If the system has a separate fire panel, it must have a dedicated account, i.e., a cellular or dedicated phone line.

The contractor will provide connectivity to each location.

Connectivity may include a mix of landline and wireless, depending upon the best pricing and connectivity offerings.

The contractor must select a communication supplier(s) that has an approved state contract for services under the State of GA’s Georgia Technology Authority (GTA*).

*The GTA statewide contracts provide communications services, devices, related products, and integration solutions for any state agency, city, county, or other political subdivision of the state of Georgia, as long as they agree to follow GTA’s procurement rules, https://gta.georgia.gov/ https://gta.georgia.gov/document/gtas-procurement-rules/download https://gta.georgia.gov/

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B. RFP TIMETABLE

The anticipated schedule for the RFP and contract approval is as follows:

Proposal Documents Available………………...Friday, February 6, 2026 Mandatory Pre-Proposal Conference ................ 10:00 A.M. ET, February 18, 2026 Deadline for submission of questions ................ Friday, February 27, 2026 Deadline for receipt of proposal ........................ 2:00 P.M. ET, Tuesday, March 10, 2026 Proposals Valid Until: ........................................ 120 days from date of opening

C. CONTACT PERSON

Inquiries regarding proposals should be made to Edward Tulenko, Senior Buyer, at (762) 400-6070 or accbids@accgov.com. Technical questions may be directed to Keith Lunsford, Facilities Management, Building Automation Coordinator /Central Services at (706) 613-3570, fax: (706) 613-3574, or email:

keith.lunsford@accgov.com

Explanation(s) desired by offeror(s) regarding the meaning or interpretation of this RFP must be requested from the contact person, in writing, at accbids@accgov.com. Technical questions may be directed to Keith Lunsford, Central Services/Facilities Management at 706-613-3570, fax: 706-613-3574, or email:

keith.lunsford@accgov.com

Offerors are encouraged to contact only the contact persons stated above to clarify any part of this RFP.

Any such unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the rejection of the offeror's submittal.

D. MINIMUM PROPOSAL ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawn for a period of 120 days from the date specified for receipt of proposals.

E. ADDITIONAL INFORMATION/ADDENDA

The Unified Government of Athens-Clarke County will issue responses to inquiries and any other necessary corrections or amendments in written addenda issued before the proposal due date. Offerors should not rely on any representations, statements, or explanations other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail.

Request for additional information or clarifications must be made in writing no later than the date specified in the RFP Timetable. The request must contain the offeror's name, address, phone number, fax number, and email address.

Offerors must acknowledge any issued addenda. Proposals that fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information that substantively changed the Owner’s requirements

Offerors who obtain this Request for Proposal from Georgia Procurement Registry or Athens Clarke County/Purchasing (https://www.accgov.com/Bids.aspx)or from other than the Purchasing Division are advised to revisit the above websites to obtain any addenda that may be issued before the proposal closing date. The Unified Government of Athens-Clarke County assumes no responsibility for the Offerors’ failure to acknowledge any addenda issued.

mailto:accbids@athensclarkecounty.com mailto:keith.lunsford@accgov.com http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp http://www.athensclarkecounty.com/index.aspx?NID=375 http://www.athensclarkecounty.com/index.aspx?NID=375 https://www.accgov.com/Bids.aspx

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F. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS, AND REJECTIONS

Proposals shall not be modified, withdrawn, or cancelled by the offeror for a period of sixty (120) days following the time and date designated for the receipt of proposals, and each offeror so agrees in submitting his proposal. Negligence on the part of the Offeror in preparation of his proposal shall not be grounds for the modification or withdrawal of a proposal after the time set for proposal closing. Proposals received after the proposal due date and time will not be considered. Modifications received after the proposal due date are also late and will not be considered

G. PROPOSAL CLOSING

Proposal schedule prices will not be opened or read aloud publicly. A list of names of firms providing proposals may be obtained from the Georgia Procurement Registry, Athens Clarke County Bids, or via email request to E-Mail: accbids@accgov.com after the proposal due date and time stated herein. A tabulation of prices may be obtained upon award.

H. NON-COLLUSION AFFIDAVIT

By submitting a proposal, the offeror represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or in behalf of any person not therein named, and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from proposing and that the offeror has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror.

By submitting a proposal, the offeror represents and warrants that no official or employee of the Unified Government of Athens-Clarke County has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise there from.

I. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

By submitting a proposal and executing the attached Affidavits, the offeror verifies its compliance with O.C.G.A. §13-10-91. The offeror further agrees to maintain records of such compliance and shall provide a copy of each such verification to Unified Government of Athens-Clarke County, at the time the subcontractor(s) is retained to perform such services.

J. COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of proposals to the Unified Government of Athens-Clarke County, or any work performed in connection therewith shall be borne by the offeror(s).

No payment will be made for any responses received or for any other effort required of or made by the offeror(s) prior to commencement of work as defined by a contract approved by the governing body of the Unified Government of Athens-Clarke County.

K. EQUAL OPPORTUNITY POLICY STATEMENT

It is the policy of the Athens-Clarke County government that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex.

L. HOLD HARMLESS AND INDEMNIFICATION

The Offeror agrees, insofar as it legally may, to indemnify and hold harmless the Unified Government of Athens-Clarke County, its officers, employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by Offeror, its officers, employees, and agents under any of the terms of this contract.

mailto:accbids@athensclarkecounty.com

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M. SITE VISIT:

Offerors MUST attend the mandatory pre-bid meeting and are also urged and expected to inspect the sites where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable.

In no event shall failure to inspect the sites constitute grounds for a claim after contract award. Site visit requests should be arranged through Keith Lunsford, Building Automation Coordinator at (706) 613-3570, or email: keith.lunsford@accgov.com

N. AWARD OF CONTRACT

This is a past performance/technical/price trade-off source selection in which competing offeror’s past and present performance history and technical ability will be evaluated on a basis approximately equal to price. Award will be made to the responsible offeror whose proposal represents the best value after evaluation in accordance with the factors listed in Section IV herein. The Unified Government of Athens- Clarke County may reject any or all proposals if such action is in the Unified Government’s interest. The Unified Government of Athens-Clarke County intends to utilize Attachment E: Standard Agency Contract Form and Standard Agency Contract for Services as the contract for this award.

O. QUALIFICATION OF OFFERORS

The Unified Government of Athens-Clarke County may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the work, and the offeror shall furnish to the Unified Government all such information and data for this purpose as may be requested.

The Unified Government reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Unified Government that such offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

The Unified Government of Athens-Clarke County contractors/vendors must have a current Athens-

Clarke County business license if they are physically located in Athens-Clarke County or if they perform a service in Athens-Clarke County.

Proposals from any offeror that is in default on the payment of any taxes, license fees, or other monies due the Unified Government will not be accepted.

P. ALTERNATE PROPOSALS

Alternate proposals or proposals that deviate from the requirements of this solicitation will not be considered. Offerors shall not insert in their proposal any written statement that will have the effect of making any material change or changes in the Scope of Services or in any contract between the parties covering subject matter thereof.

Q. OPEN RECORDS

In accordance with OCGA Section 50-18-72(a)(34), any trade secrets obtained from a person or business entity that are required by law, regulation, bid, or request for proposal to be submitted to an agency. An entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitutes trade secrets pursuant to Article 27 of Chapter 1 of Title 10. If an entity attaches such an affidavit, before producing such records in response to a request under this article, the agency shall notify the entity of its intention to produce such records as set forth in this paragraph. If the agency makes a determination that the specifically identified information does not in fact constitute a trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the information within ten days unless prohibited from doing so by an appropriate court order. In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in superior court to obtain an order that the requested records are trade secrets exempt from mailto:keith.lunsford@accgov.com

Page | 9 disclosure. The entity filing such action shall serve the requestor with a copy of its court filing. If the agency makes a determination that the specifically identified information does constitute a trade secret, the agency shall withhold the records, and the requester may file an action in superior court to obtain an order that the requested records are not trade secrets and are subject to disclosure

SECTION III - SCOPE OF SERVICES

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform repairs, preventive maintenance, testing services & monitoring on a scheduled basis for fire alarm systems, burglar alarm systems, panic buttons and other security related equipment as per the scope of services outlined below for the period July 1, 2026 – June 30, 2027 with the option to automatically renew the contract for four additional one-year terms if agreed upon by all parties.

A. INTRODUCTION AND PURPOSE

The Unified Government of Athens-Clarke County (ACCGOV) is a unified city/county government located in the northeast section of the state of Georgia and is approximately sixty (60) miles northeast of Atlanta, Georgia. The Unified Government of Athens-Clarke County (the government’s official name) was formed in 1991 by a referendum which required the combining of The City of Athens and Clarke County. ACCGOV serves an area population of approximately 100,000 with annual growth projected at 1% per year. ACCGOV provides a multitude of local and state-funded services, which includes, but is not limited to, Public Safety, Utility, Courts, Corrections, Tax and Fire Services. ACCGOV employs approximately 1,900 people.

Athens-Clarke County is soliciting proposals from responsible alarm system specialists experienced in performing testing, preventive maintenance, monitoring (this is repeated below) and repair services for various fire alarm, closed circuit television, intercom/paging, door lock control, lightning surge suppression, nurse call, door control, security and panic alarm systems on a scheduled and unscheduled basis, ensuring all tasks are performed using properly trained technicians and special tools and instruments required to maintain the systems at optimum performance. This RFP also includes the monitoring of fire alarms, burglar alarms, and panic buttons.

The proposal is for Testing, Maintenance and Repair of Fire Alarm Systems, Monitoring, and Other Security Related Equipment in the facilities designated & monitoring fire & burglar alarms “Related Equipment” is defined as “any installed support and ancillary equipment necessary to ensure proper operation of the alarm system and any installed support and ancillary equipment necessary to provide safe coverage of the facility”.

Specifically, the contract is to include testing, maintenance and repair, and monitoring of all associated smoke detectors, heat detectors, duct detectors, CCTV cameras, manual pull stations, audible and electronic alarms, indicators, relays, fire panels, recorders, monitors, switchers, multiplexers, pan/tilt units, power supplies, batteries, auto dialers, locking panels, keyboards, printers, lightning and surge protectors, and un-interruptible power supplies.

B. GENERAL REQUIREMENTS

1. Physical Security: The contractor shall safeguard all Unified Government of Athens-Clarke County property provided for contractor use. At the close of each work period, vehicles, facilities, support equipment, and materials shall be secured.

2. Access Control: All contract personnel shall be required to wear uniforms with company patched or other identifying clothing to clearly identify the personnel as being an employee of

Page | 10 the contractor. All vehicles shall be clearly identified as belonging to the contractor and shall park in designated parking areas only.

3. Contract Performance Period: The initial contract performance period shall be from July 1, 2026 to June 30, 2027 unless terminated by either party giving to the other written notice of termination in writing thirty (30) days prior to the proposed date of termination. Termination by the Unified Government of Athens-Clarke County can be immediate upon contractor failure to comply with any of the terms.

4. Hours of Operation: All facilities are accessible between the hours of 8:00 a.m. and 5:00 p.m.

However, any audible alarms at the Courthouse and City Hall must be tested after normal working hours or on the weekends. All inspections, maintenance, testing and repair schedules must be coordinated in advance with Athens-Clarke County Facilities Management.

5. Ordering and Payment: Performance will be ordered by issuance of a purchase order for the period of performance. Payment for work performed shall be paid monthly upon receiving an invoice with an attached copy of each certificate of receipt of service for that month. The contractor shall insure that all invoices clearly reflect the purchase order number. All original invoices must be mailed or hand delivered to Athens-Clarke County Accounts Payable, P.O. Box 1748, Athens, GA 30603 or Athens-Clarke County Accounts Payable, 375 Satula Avenue, Room 175, Athens, GA 30601. A duplicate invoice may be submitted to the department. Failure to comply with this provision may result in delayed payments for services rendered.

CONTRACTOR'S INVOICE.

a. The Contractor shall prepare and submit invoices to the Finance Office address specified on individual orders. If the invoice does not comply with these requirements, the Finance Office will return it with the reasons why it is not a proper invoice. A proper invoice must include the items listed below.

(i) Name and address of the Contractor.

(ii) Invoice date and invoice number. (The Contractor should date invoices as close as possible to the date of the mailing or transmission.)

(iii) Purchase order number for supplies delivered or services performed.

(iv) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

(v) Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms).

(vi) Name and address to whom payment is to be sent.

(vii) Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice.

(viii) Any other information or documentation required by the contract (e.g., evidence of shipment).

b. In the event orders are made via monthly or period purchase orders, contractor may provide a summary invoice for all deliveries made during a billing period, identifying the delivery tickets covered therein, stating their total dollar value. A summary invoice shall be supported by receipt copies of the delivery tickets. Delivery tickets or sales slips shall contain:

(i) Name of supplier

(ii) Purchase Order number

(iii) Ship to Department and Address

(iv) Description, Quantity, unit price, and extension of each item.

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(v) Date of delivery or shipment.

C. ADDITIONAL REQUIREMENTS

1. TERMINATION FOR CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the resulting contract, in whole or in part, for failure to comply with any provisions of the contract as outlined by providing a written notice to the successful vendor at least ten (10) days before the effective date of termination. The successful vendor will not be relieved of any outstanding responsibilities or unfinished obligations under this contract.

2. CONTRACT RENEWAL TERMS

Beginning July 1, 2026, the term of this contract shall be automatically extended for four (4) additional periods of one (1) year each (collectively “Renewal Term”) unless either party gives written notice of its intention not to renew, or the intention to modify, the agreement 90 days before expiration of the effective renewal term.

3. TERMINATION WITHOUT CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the contract at any time without cause, in whole or in part, by providing a written notice to the other party at least thirty (30) days before the effective date of termination. The other party will not be relieved of any outstanding responsibilities or unfinished obligations under this contract that were incurred prior to termination.

4. REPORTING DISPUTES: The contractor shall report any contract disputes and/or problems to the Purchasing Administrator, both verbally and in writing, within 48 hours of their occurrence.

5. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of the Unified

Government of Athens-Clarke County, but shall be an independent contractor. Nothing in this agreement shall be construed as authority for the contractor to make commitments which shall bind the Unified Government or to otherwise act on behalf of the Unified Government, except as the Unified Government may expressly authorize in writing.

6. SAFETY: The contractor shall take every precaution at all times for the protection of persons and property, including the Unified Government of Athens-Clarke County's employees and property and its own. The contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work under this contract.

The contractor shall maintain an adequate safety program to ensure the safety of contractor employees, subcontractor employees, and all other individuals working under this contract. In addition, the contractor must also provide the Unified Government of Athens-Clarke County with a written safety program that he intends to follow in pursuing work under this contract. No work under this contract will be permitted until the Unified Government is assured that the contractor has an adequate safety program in effect.

7. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the Unified Government of Athens-Clarke County Purchasing Division. If a portion of the work is approved for subcontracting, the contractor shall remain fully liable and responsible for the work to be done by the subcontractor(s) and shall ensure compliance with all requirements of this contract.

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8. ESTIMATED QUANTITIES: The quantities of items specified in the Proposal Schedule are estimates only and are not purchased by this contract. Except as this contract may otherwise provide, if the Unified Government of Athens-Clarke County requirements do not result in orders in the quantities described as "estimated", that fact shall not constitute the basis for an equitable price adjustment. Delivery shall be made only as authorized by orders issued in accordance with the Ordering clause. Subject to any limitations in the Order clause or elsewhere in this contract, the Contractor shall furnish to the Unified Government all items specified in the Proposal Schedule and called for by orders issued in accordance with the Ordering clause

9. CHANGES: Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

10. INSURANCE.

Contractor shall procure and maintain insurance which shall protect the Contractor and ACCGov from any claims for bodily injury, property damage, or personal injury which may arise out of operations under the agreement. Contractor shall procure the insurance policies at the Contractor’s own expense and shall furnish ACCGov an insurance certificate listing ACCGov as certificate holder. The insurance certificate must document that the liability insurance coverage purchased by the Contractor includes contractual liability coverage to protect ACCGov. The insurance certificate must provide the following information:

1) Name and address of authorized agent

2) Name and address of insured

3) Name of insurance company (licensed to operate in Georgia)

4) Description of coverage in standard terminology

5) Policy period

6) Limits of liability

7) Name and address of certificate holder (ACCGov)

8) Acknowledgement of notice of cancellation to ACCGov

9) Signature of authorized agent

10) Telephone number of authorized agent

11) Details of policy exclusions in comments section of insurance certificate

12) Additional Insured Endorsement

Note: It is the intent of ACCGov that certificates of insurance should comply with the pertinent Rules of the Commissioner of Insurance, which are found in Chapter 120-2-103 of the Official Compilation of the Rules and Regulations of the State of Georgia.

Each policy shall contain a provision that coverage afforded under the policies will not be canceled (or not renewed or allowed to lapse for any reason) until at least thirty (30) days after Owner has received notice thereof as evidenced by return receipt of registered letter. All policies must be issued by an insurance company licensed to do business in the State of Georgia, with a minimum AM Best rating of A-, and signed by an authorized agent.

The Contractor must submit, along with insurance certificate(s), an additional insured endorsement for all coverages as allowed by statute naming the Unified Government of Athens Clarke County, and a notice of cancellation endorsement.

Coverages and Limits Required:

Workers Compensation (WC):

Page | 13

Workers Compensation Insurance (per Occurrence) in the amounts of the statutory limits established by the General Assembly of the State of Georgia (a self-insurer must submit a certificate from the Georgia Board of Works Compensation stating that the supplier qualifies to pay its own workers compensation claims). In addition, the supplier shall require all subcontractors occupying the premises or performing work under the contract to obtain an insurance certificate showing proof of Workers Compensation Coverage with the following minimum coverage:

• Bodily injury by accident – per employee $100,000

• Bodily injury by disease – per employee $100,000

• Bodily injury by disease – policy limit $500,000

Commercial General Liability (CGL):

• Each Occurrence Limit $1,000,000

• Personal & Advertising Injury Limit $1,000,000

• General Aggregate Limit $2,000,000

• Products/Completed Ops. Aggregate Limit $2,000,000

Automobile Liability:

• Combined Single Limit $1,000,000

Professional Liability: $1,000,000

Umbrella Liability: $2,000,000

Additional Insured: The vendor or contractor shall add “the Unified Government of Athens- Clarke County, its officers, employees, and agents” as an additional insured under the commercial general liability, automobile, and umbrella liability policies. The additional insured endorsement must be provided.

The Contractor shall insert the substance of this requirement, including this paragraph, in subcontracts under the contract that require work on The Unified Government of Athens-Clarke County property and shall require subcontractors to provide and maintain a copy of all subcontractors’ proofs of required insurance, and shall make copies available to the Purchasing Administrator upon request.

D. SPECIFIC TASKS:

1. Preventive Maintenance:

Each Preventive Maintenance call shall be scheduled so that all tasks are performed by properly trained technicians using the special tools and instruments required to maintain the systems at optimal performance.

Tasks include: System performance evaluation, adjustment, and calibration of system components.

a. Annual testing of all listed equipment.

b. Annual cleaning of all smoke detectors per NFPA 72.

c. Sensitivity testing of all smoke detectors to be performed each year.

d. Detectors found to be out of range of UL LISTED sensitivity will be replaced.

e. Parts replacement for all listed equipment at no additional charge. This also includes battery replacement in all alarm systems.

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2. Technicians: Must be an authorized dealer of security equipment and factory-trained on life safety equipment. The vendor must provide a training certificate upon request.

3. Testing: Annual testing of all listed equipment, with the exception of the fire alarm system at the Athens-Clarke County Correctional Institute. The Athens-Clarke County Correctional Institute shall be tested twice a year. The biannual fire alarm test for the Athens-Clarke County Correctional Institute shall occur in February and August of each year.

Contractor will perform 1-100% test(s) per year on initiating devices, and will provide the

Customer with a written report confirming that such tests have been completed. Any deficiencies must be corrected immediately.

All control equipment must be checked for proper response to trouble and alarm conditions.

At the Courthouse and City Hall, the testing of any audible alarms must be performed after normal working hours or on weekends.

All control equipment is to be tested for proper voltages (power supplies, amps, batteries, etc.)

4. Predictive Maintenance: Contractor will analyze equipment covered under this Agreement to detect potential failures. If corrective action is required it will be performed as outlined in this Agreement.

5. Component Replacement: All defective components shall be replaced immediately.

Contractor will replace or repair failed components and parts that are covered under this Agreement, and will also repair components that are approaching the failing point. All parts and components must be replaced with original equipment manufacturer.

6. Connectivity:

In regards to fire and burglar alarm monitoring, the method of communicating to central station must be included. If the system has a separate fire panel, it must have a dedicated account, i.e, cellular or dedicated phone line.

Connectivity to each location will be provided by the contractor.

Connectivity may include a mix of landline and wireless depending upon the best pricing and connectivity offerings.

The contractor must select a communication supplier(s) that has and approved state contract for services under the State of GA’s, Georgia Technology Authority (GTA*).

*The GTA statewide contracts provides communications services, devices, related products and integration solutions for any state agency, city, county or other political subdivision of the state of Georgia as long as they agree to follow GTA’s procurement rules, https://gta.georgia.gov/

7. Spare Parts: Contractor will stock or have immediate access to all parts recommended in equipment service manuals.

8. Emergency Service: All of the above procedures are designed to reduce the requirement for emergency services. However, if emergency service is required, Contractor will provide it within the following parameters:

https://gta.georgia.gov/document/gtas-procurement-rules/download https://gta.georgia.gov/

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a. All emergency service calls, 24 hours a day, seven days a week, are covered at no additional cost. There is no additional charge for materials, labor, travel time, or mileage.

b. Guaranteed on-site same-day response on all emergency service calls. All repairs must be effected within 8 hours.

9. Scheduling: Inspection, maintenance, testing and repair schedule to be coordinated in advance with Athens-Clarke County Facilities Management.

10. Reporting: After each service call, a typed service report will be provided to Facilities

Management describing the nature of the service call and the description of the response.

Reports must be received prior to payment.

Annual and semi-annual inspections must be followed by a typed report certifying the system as operational. System deficiencies shall be listed, along with action plans to correct reported deficiencies. All reports must be received before release of payment to vendor.

Within 10 days of each test, a report of the test procedures and specifications, the results of the test, and any recommended action shall be made to Facilities Management.

SECTION IV - SELECTION PROCESS AND EVALUATION CRITERIA

The Unified Government of Athens-Clarke County intends to evaluate proposals and award a contract without discussions with offerors. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a price and technical standpoint. The Unified Government reserves the right to conduct discussions if the Unified Government later determines them to be necessary.

EVALUATION CRITERIA

Evaluation criteria to be used in determining the selected firm in order of importance are:

1. FIRM EXPERIENCE in providing services to public sector organizations. 20 POINTS

2. QUALIFICATIONS of staff assigned to the contracts. 20 POINTS

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3. UNDERSTANDING OF THE REQUIREMENT and the ability to respond to emergency and routine task orders. 20 POINTS

4. REFERENCES and REFERENCE PROJECTS, including applicable past work with the Unified

Government of Athens-Clarke County and public entities. 20 POINTS

5. CONTRACT PRICE Completed Price Proposal Schedule. 20 POINTS

SECTION V – PROPOSAL FORMS

A: PROPOSAL FORM

Proposal of___________________________________________________________

(Hereinafter called "Offeror"), organized and existing under the laws of the State of

__________________________, doing business as ________________________________*.

In compliance with your RFP, the Offeror hereby proposes and agrees to perform and furnish all work for the requirement known as RFP # 26026 ALARM SYSTEM TESTING, MAINTENANCE, MONITORING AND REPAIR in strict accordance with the Proposal Documents, within the time set forth therein, and at the price proposed above.

MANDATORY SUBMITTAL

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By submission of this Proposal, the Offeror certifies, and in the case of a joint Offer, each party thereto certifies as to its own organization that:

1. The Offeror has examined and carefully studied the Proposal Documents and the Addenda, receipt of all of which is hereby acknowledged at Section V, B.

2. The Offeror agrees that this proposal may not be revoked or withdrawn after the time set for the opening of proposals but shall remain open for acceptance for a period of sixty (60) days following such time.

Company:

Contact:

Address:

Phone: Fax

Email:

By checking this box, I acknowledge that I have read all insurance requirements and will meet requirements listed in RFP # 26026 ALARM SYSTEM TESTING, MAINTENANCE, MONITORING AND REPAIR if awarded.

Authorized Representative/Title (print or type)

Authorized Representative (Signature)

Date

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B: ADDENDA ACKNOWLEDGEMENT

The Offeror has examined and carefully studied the Specifications and the following Addenda, Receipt of all of which is hereby acknowledged:

Addendum No.

dated

Acknowledgement

Initial

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changes the Owner’s requirements.

Company Name (printed):

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C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

The Unified Government of Athens-Clarke County and Contractor agree that compliance with the requirements of O.C.G.A. § 13-10-91, as amended, and Rule 300-10-1-.02 of the Rules of the Georgia Department of Labor are conditions of this Agreement for the physical performance of services.

The Contractor further agrees that its compliance with the requirements of O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02 is attested to on the executed Contractor Affidavit and Agreement attached hereto.

If employing or contracting with any subcontractor(s) in connection with this Agreement, Contractor further agrees:

(1) To secure from the subcontractor(s) an affidavit attesting to the subcontractor’s compliance with O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02; such affidavit being in the form attached hereto; and

The failure of Contractor to supply the affidavit of compliance at the time of execution of this Agreement and/or the failure of Contractor to continue to satisfy the obligations of O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02 as set forth in this Agreement throughout the contract period shall constitute a material breach of the contract. Upon notice of such breach, Contractor shall be entitled to cure the breach within ten days, upon providing satisfactory evidence of compliance with the terms of this Agreement and State law. Should the breach not be cured, Athens-Clarke County shall be entitled to all available remedies, including termination of the contract and damages.

SEE AFFIDAVIT ON FOLLOWING PAGE

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C: CONTRACTOR AFFIDAVIT & AGREEMENT UNDER O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, as amended, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of The Unified Government of Athens-Clarke County, Georgia, has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the provisions and deadlines established in O.C.G.A. § 13- 10-91, as amended.

Furthermore, the undersigned will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization

Name of Contractor: _______________________________________________________________

Name of Project: _______________________________________________________________

Name of Public Employer: __________________________________________________________

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ____, ___________, 201__ in _______________________, _____________________.

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

____ DAY OF ____________, 201_

Notary Public My Commission Expires:

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D: PRICE PROPOSAL SCHEDULE

See ATTACHMENT D (SEPARATE DOCUMENT)

(Must be submitted separately)

This RFP covers testing, preventive maintenance, monitoring and repair services for various fire alarm, closed circuit television, intercom/paging, door lock control, lightning surge suppression, nurse call, door control, security and panic alarm systems on a scheduled and unscheduled basis along with alarm monitoring.

This is an all-inclusive contract. This includes all aspects of repairs, preventive maintenance, testing services & monitoring on a scheduled basis for fire alarm systems, burglar alarm systems, panic buttons and other security related equipment.

If the system has a separate fire panel, it must have a dedicated account.

THIS IS AN ALL INCLUSIVE PRICE FOR FIRE, BURGLAR & PANIC BUTTON ALARM MONITORING

THIS IS AN ALL INCLUSIVE PRICE FOR THE FIRE ALARM SYSTEM & OTHER SECURITY RELATED

EQUIPMENT

Price Includes:

• All battery replacement in alarm systems & panic buttons.

• All callbacks and service repair requests will be covered at no cost.

• All open/close reports for all burglar systems as requested by Facilities Management.

• Includes changing, deleting, and adding new user codes on all burglar systems as requested by

Facilities Management.

• Alarms listed are subject to change – add/remove with potential cost adjustments

Company Name (printed):

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SECTION VII DOCUMENTS CHECK LIST:

PROPOSAL DOCUMENTS CHECKLIST:

1. Cover Letter

2. Table of Contents

3. Business Information

4. Qualifications and Experience

5. References/Reference Projects

6. Financial Information and Documentation

7. Other Relevant Information

MANDATORY PROPOSAL FORMS (SECTION V) Offeror must complete, execute and include with the proposal the following mandatory documents:

A. Proposal Form

B. Acknowledgement of Addenda

C. Georgia Security & Immigration Compliance (GSIC) Act Affidavit

D. Price Proposal Schedule (Must be submitted separately)

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ATTACHMENT A

What Your Business Needs to Know about Georgia’s E- Verify Requirements

(Effective July 1, 2013) E-Verify Contractor Requirements Georgia law, O.C.G.A. § 13-10-91, requires all businesses that contract with a public employer for labor or services by bid or by contract in which the labor or services exceed $2499.99 to sign an affidavit attesting that they are registered for and use E-Verify unless 1) the contractor has no employees (in which case they must present an approved state issued identification card/drivers’ license from an approved state as provided on the Attorney General’s website ) or, 2) the contract is with an individual licensed under Title 26, Title 43, or the State Bar of Georgia who is in good standing and that individual is performing that service. Anyone your business subcontracts with for labor and services, as well as the subcontractors of your subcontractors, in furtherance of that contract is also subject to this requirement. E-Verify Contractor, Subcontractor, and Sub- Subcontractor affidavits can be found here.

E-Verify Private Employer Requirements Georgia law, O.C.G.A. § 36-60-6, requires all businesses, with more than 10 employees that are seeking an occupation tax certificate/business license or other document required to operate a business with a county or city to sign an affidavit attesting that they are registered for and use E-Verify. Businesses with 10 or fewer employees are required to sign an affidavit attesting that they are exempt from this requirement. Once a business has provided this affidavit to the county, all subsequent renewals can be provided with the submission of the E-Verify number, as long as it is the same number as provided on the affidavit, or assertion that your business is exempt. The county will provide the format in which renewal information is collected. E-Verify Private Employer and Exemption Affidavits can be found here.

What Is E-Verify?

E-Verify is a federal Web-based system that electronically verifies the employment eligibility of newly hired employees. It works by allowing participating employers to electronically compare employee information taken from the I-9 Form (the paper-based employee eligibility verification form used for all new hires) against records in the Social Security Administration's database and the records in the Department of Homeland Security immigration databases.

Where Do I Find My E-Verify Number?

The Human Resources Department for your business…