RFP 274-ESIFS-SECA-2025.pdf

(v.09-15-2025)

Request for Proposals # 274-ESIFS-SECA-2025

Title: Security Access Professional Services

Issue Date: Friday, November 14, 2025

Due Date: Thursday, December 9, 2025, no later than

12:00PM EST

*LATE PROPOSALS WILL NOT BE ACCEPTED*

Issuing Department: Engineering Services

Direct all inquiries concerning this RFP to:

John Andrews IT Supervisor Email: john.andrews@raleighnc.gov

Table of Contents

1. Introduction

1.1 Purpose

1.2 Background

1.3 RFP Timeline

1.4 Pre-Proposal Conference

1.5 Proposal Question

1.6 Proposal Submission Requirements & Contact Information

1.7 MWBE Participation Form

1.8 Rights to Submitted Material

1.9 Communications

1.10 Lobbying

1.11 Conflicts of Interest

1.12 Proposer Expenses

1.13 Proposer Acceptance

2. Proposals

2.1 Request for Proposals Required Document Format

2.2 RFP Documents

3. Proposal Evaluation

3.1 Proposal Evaluation Criteria (Stage 1)

3.2 Interview/Demonstration (Stage 2)

3.3 Final Selection

3.4 Notice to Proposers Regarding RFP Terms & Conditions

3.5 Contract Term…………………………………………………………….11

4. Scope of Services

Appendix I – Proposal Cost Form

Appendix II – Proposer Questionnaire

Appendix III – Reference Questionnaire (Instructions)

Appendix III – Reference Questionnaire Form

Appendix IV – Sample Contract

1 INTRODUCTION

1.1 Purpose

The City of Raleigh (COR) is solicitating proposals from one or more firm(s) with which to contract for the following services:

• Software maintenance for Vykon Security Access Solution, and Maintenance, repair, and replacement of security access equipment at various City facilities.

The City of Raleigh has the right to award contracts to multiple contractors to provide the services further described in the scope of services. A detailed scope of services is provided in Section 4 of this document.

All information related to this solicitation, including any addenda, will be posted to the North Carolina electronic Vendor Portal (eVP) at https://evp.nc.gov/.

All questions related to this solicitation must be submitted in writing (via email) to the following individual:

Contact Name Email Address John Andrews John.andrews@raleighnc.gov

Questions submitted via telephone will not be answered.

1.2 Background

The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing areas in the country. A great economy, top educational institutions, and exceptional health care facilities are some of the characteristics that attract people to the triangle area. The mild climate, diverse work force and proximity to Research Triangle Park combine to make Raleigh a great place to live.

Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and economic sustainability. The City conserves and protects our environmental resources through best practice and cutting-edge conservation and stewardship, land use, infrastructure and building technologies. The City welcomes growth and diversity through policies and programs that will protect and enhance Raleigh’s existing neighborhoods, natural amenities, history, and cultural and human resources for future generations. The City leads to improve quality of life for neighborhoods and standard of living for all citizens. The City works with universities, colleges, citizens, and local partners to promote new technology, create new job opportunities, and encourage local businesses and entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry out the duties of the City through transparent civic engagement and by providing the very best customer service to our citizens.

The City of Raleigh is seeking proposals from qualified vendors to provide software and hardware maintenance, repair, and replacement services Vykon Security Access Systems across multiple facilities, public safety buildings, and park locations. This Request for Proposal (RFP) outlines the requirements for ongoing maintenance, repair, and, when necessary, the replacement of components to ensure these systems are operating at optimal levels and are aligned with the highest standards of functionality, energy efficiency, and security.

https://evp.nc.gov/

1.3 Request for Proposal (RFP) Timeline

Provided below is a list of the anticipated schedule of events related to this solicitation. The City of Raleigh reserves the right to modify and/or adjust the following schedule to meet the needs of the service. All times shown are Eastern Time (EST):

1.4 Pre-Proposal Conference

If the City of Raleigh elects to conduct a Pre-Proposal Conference or Site Visit, attendance by prospective proposers is strongly encouraged but is not mandatory. Prospective Proposers are encouraged to submit written questions in advance. Date, time, and location of pre-proposal conference is shown above in the RFP Timeline (Section 1.3).

1.5 Proposal Questions

Requests for clarification and questions to this RFP must be received by the City not later than the date shown above in the RFP Timeline (Section 1.3) for the submittal of written inquiries. The firm’s failure to request clarification and submit questions by the date in the RFP Timeline above shall be considered to constitute the firm’s acceptance of all City’s terms and conditions and requirements.

The City shall issue addenda reflecting questions and answers to this RFP, if any, and shall be posted to North Carolina electronic Vendor Portal (eVP). No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Respondents shall be entitled to rely only on written material contained in an Addendum to this RFP.

It is important that all Respondents submitting to this RFP periodically check eVP for any Addenda. It is the Respondent’s responsibility to ensure that all addenda have been reviewed and, if required signed and returned.

All questions related to this solicitation must be submitted in writing (via email) to the following individual:

RFP Process Date and Time

RFP Advertisement Date Friday, November 14, 2025

Pre-Proposal Conference (if required) Not held

Deadline for Written Questions Friday, November 21, 2025, at Noon City Response to Questions (anticipated) Wednesday, December 3, 2025

Proposal Due Date and Time Tuesday, December 9, 2025, at Noon

Evaluation Meeting (anticipated) Friday, December 12, 2025

Interviews (if required) Wednesday, December 17, 2025

Selection Announced (tentative) Tuesday, January 6, 2026

Contact Name Email Address John Andrews john.andrews@raleighnc.gov

Questions submitted via telephone will not be answered.

1.6 Proposal Submission Requirements and Contact Information

Proposals must follow the format as defined in Section 2 (PROPOSALS), and be addressed and submitted as follows:

DELIVERED BY US POSTAL SERVICE

MAIL:

DELIVERED BY OTHER DELIVERY

SERVICES:

City of Raleigh City of Raleigh

ATTN: John Andrews ATTN: John Andrews

222 W. Hargett Street 222 W. Hargett Street

Suite 605 Suite 605 Raleigh, NC 27601 RFQ No. 274-ESIFS-SECA-2025

Raleigh, NC 27601 RFQ No. 274-ESIFS-SECA-2025

Proposals must be enclosed in an envelope or package and clearly marked with the name of the submitting company, the RFP number and the RFP Title.

Proposers must submit:

A. one (1) signed original;

B. one (1) electronic version of the signed proposal and;

C. and three (3) copies of the signed proposal.

The electronic version of the Proposal must be submitted as a viewable and printable Adobe Portable Document File (PDF) on a USB Flash Drive. Both hard copy and electronic versions must be received by the City on or before the RFP due date and time provided in RFP Timeline (Section 1.3). Proposals received after the RFP due date and time will not be considered and will be returned unopened to the return address on the submission envelope or package.

Proposers must respond to the entire Request for Proposals (RFP). Any incomplete proposal may be eliminated from competition at the discretion of the City of Raleigh. The City reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest.

Proposals that arrive after the due date and time will not be accepted or considered for any reason whatsoever. If the firm elects to mail in its response, the firm must allow sufficient time to ensure the City’s proper receipt of the package by the time specified in the RFP Timeline (Section 1.3).

Regardless of the delivery method, it is the responsibility of the firm to ensure that their proposal arrives at the designated location specified in this Section by the due date and time specified in the RFP Timeline (Section 1.3).

1.7 Business Engagement and Opportunities

The City of Raleigh maintains processes to conduct business with all business enterprises, including small, emerging, growing, under-capitalized, and under-resourced firms and organizations.

1.8 Rights to Submitted Material

All proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The content of all submittals will be held confidential until the selection of the firm is made. Proposals will be reviewed by the Evaluation Team, as well as other City staff and members of the general public who submit public record requests. Any proprietary data must be clearly marked. In submitting a Proposal, each Prospective Proposer agrees that the City may reveal any trade secret materials contained in such response to all City staff and City officials involved in the selection process and to any outside consultant or other third party who serves on the Evaluation Team or who is hired by the City to assist in the selection process.

Proposals marked entirely as “confidential”, “proprietary”, or “trade secret” will be considered non-responsive and will be removed from the evaluation process.

1.9 Communications

All communications of any nature regarding this RFP with any City staff, elected City officials, evaluation committee members, are strictly forbidden from the time the solicitation is publicly posted until award. Questions must be submitted in writing to the individual designated in Section

1.1 (Purpose), prior to the deadline provided in the RFP Timeline (Section 1.3). Violation of this provision may result in the firm’s proposal being removed from consideration.

1.10 Lobbying

By responding to this solicitation, the firm certifies that it has not and will not pay any person or firm to influence or attempt to influence an officer or employee of the City or the State of North Carolina, or any elected official in connection with obtaining a contract as a result of this RFP.

1.11 Conflicts of Interest

City of Raleigh contracts are controlled by three conflict of interest provisions.

First, federal procurement standards provide in 2 CFR 200.318 (c)(1), No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest.

Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or a firm which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

Similarly, the North Carolina General Statutes provides a criminal statute for conflicts of interest in public contracting. N.C.G.S. § 14-234(a):

(1) No public officer or employee who is involved in making or administering a contract on behalf of a public agency may derive a direct benefit from the contract except as provided in this section, or as otherwise allowed by law. (2) A public officer or employee who will derive a direct benefit from a contract with the public agency he or she serves, but who is not involved in making or administering the contract, shall not attempt to influence any other person who is involved in making or administering the contract. (3) No public officer or employee may solicit or receive any gift, favor, reward, service, or promise of reward, including a promise of future employment, in exchange for recommending, influencing, or attempting to influence the award of a contract by the public agency he or she serves.

City of Raleigh Charter Section 3.9 regulates private transactions between the City and its officials and employees. The Charter states:

No member of the City Council, official, or employee of the City of Raleigh shall be financially interested, or have any personal beneficial interest, either directly or indirectly, as agent, representative, or otherwise, in the purchase of, or contract for, or in furnishing any materials, equipment or supplies to the City of Raleigh, nor shall any official or employee of the City of Raleigh accept or receive, or agree to accept or receive, directly or indirectly, from any person, firm or corporation to whom any contract may be awarded or from whom any materials, equipment or supplies may be purchased by the City of Raleigh, by rebate, gift, or otherwise, any money or anything of value whatsoever, or any promise, obligation or contract for future reward or compensation, for recommending or procuring the uses of any such materials, equipment or supplies by the City of Raleigh; no member of the City Council, official or employee of the City of Raleigh shall for his own personal benefit operate, directly or indirectly, any concession in any building or on any lands of the City of Raleigh, nor shall any official or employee of the City of Raleigh bid for or be awarded any contract granting concessionary rights of any nature or kind from the City of Raleigh; it shall be unlawful for any member of the City Council, official or employee of the City of Raleigh to bid for or to purchase or to contract to purchase from the City of Raleigh any real estate, equipment, materials, or supplies of any nature or kind whatsoever, either directly or indirectly, at either public or private sale, either singly, or through or jointly with any other person.

1.12 Proposer Expenses

The City of Raleigh will not be responsible for any expenses incurred by any Proposer in the development of a response to this Request for Proposal or any other activities associated with this procurement including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to City of Raleigh and/or its representatives. Further, the City of Raleigh shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended Proposer even if the awarding authority for each entity has formally accepted a recommendation.

1.13 Proposer Acceptance

Submission of any proposal indicates a Proposer’s acceptance of the conditions contained in this RFP unless clearly and specifically noted otherwise on Appendix VI Exceptions to RFP and submitted with proposal. Furthermore, the City of Raleigh is not bound to accept a proposal on the basis of lowest price, and further, the City of Raleigh has the sole discretion and reserves the right to cancel this RFP, and to reject any and all proposals, to waive any and all informalities and/or irregularities and reserves the right to re-advertise this RFP with either the identical or revised scope and specifications if it is deemed to be in the best interests of the City of Raleigh to do so.

The City of Raleigh reserves the right to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Proposers if it is deemed in the best interest of the City to do so. Moreover, the City reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interest of the City.

2 PROPOSALS

Responses must follow the format outlined below. The City may reject as non-responsive at its sole discretion any proposal that does not provide complete and/or adequate responses or departs in any substantial way from the required format.

2.1 Request for Proposals Required Document Format

Proposals should be on 8-1/2” x 11” (A4-sized) paper, printed on both sides, bound with only removable clips or staples (no 3 ring binders) and divided into sections using tables to easily identify and separate each section as follows:

2.1.1. Section/Tab 1: Cover Letter

Provide an introduction letter summarizing the unique proposal of your firm to meet the needs of this service requirement. This letter should be presented on the firm’s official letterhead and signed by an authorized representative who has the authority to enter into a contract with the City on behalf of the firm. Additionally, include the name, address, telephone and email address of the individual who serves as the point of contact for this solicitation.

2.1.2 Section/Tab 2: Corporate Background and Experience ide detailed information regarding the firm’s experience with similar projects. Provide a list of all similar contracts performed in the past five (5) years, accompanied by at least three (3) references (contact persons, firm, telephone number and email address).

Include the total amount invoiced for each listed project, the length of the project, and list of those involved in the project who are also proposed for the subject project named in this solicitation.

Failure to provide a list of all similar contracts in the specified period may result in the rejection of the firm’s proposal. The evaluation team reserves the right to contact any or all listed references, and to contact other public entities regarding past performance on similar projects.

2.1.3 Tab 3: Section/Financial Information

Review and provide one of the following three (3) financial statement options:

1. Recent audited or reviewed financial statements prepared by an independent certified public accountant (CPA) that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the audited or reviewed financial statements were prepared more than six (6) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures from the date of the audited or reviewed financial statements to the end of the most recent financial reporting period (i.e., the quarter or month preceding the issuance date of this RFP)).

OR

2. Recent compiled financial statements prepared by an independent CPA that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the compiled financial statements were prepared more than three (3) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures to date), and other evidence of financial stability such as most recently filed income tax return, evidence of a line of credit/loans/other type of financing with statement of amount in use/outstanding balance (e.g., a complete copy commitment letter, loan agreement, billing statement reflecting the line of credit or statement from lender acknowledging the commitment to fund the Proposer’s stated financing), personal guaranty with copies of personal income tax filing and statement of net worth or such other evidence that is accurate, reliable and trustworthy regarding the Proposer’s financial stability.

OR

3. Include a certified, signed statement from a licensed CPA regularly engaged in the review of the firm’s financial information verifying the financial viability of the firm.

All financial information, statements and/or documents provided in response to this solicitation shall be kept confidential provided that EACH PAGE is marked as follows: “CONFIDENTIAL – DO

NOT DISCLOSE EXCEPT FOR THE EXPRESS PURPOSE OF PROPOSAL EVALUATION.“

“Recent” shall be defined as financial statements that were prepared within the 12 months preceding the issuance date of this RFP.

Consolidated financial statements of the Proposer’s parent or related corporation/business entity shall not be considered, unless: (1) the Proposer’s actual financial performance for the designated period is separately identified in and/or attached to the consolidated statements, (2) the parent or related corporation/business entity provides the State with a document wherein the parent or related corporation/business entity will be financially responsible for the Proposer’s performance of the contract and the consolidated statement demonstrates the parent or related corporation’s/business entity’s financial ability to perform the contract, financial stability and/or such other financial considerations identified in the evaluation criteria; and/or (3) Proposer provides its own internally prepared financial statements and such other evidence of its own financial stability identified above.

The firm’s failure to provide any of the above-referenced financial statements may result in the proposal being removed from consideration. Proposers are also encouraged to explain any negative financial information, and to provide documentation supporting those explanations and demonstrating the financial strength of the firm.

2.1.4 Section/Tab 4: Project Understanding, Approach and Schedule Provide a comprehensive narrative, outline, and/or graph demonstrating the firm's understanding and approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included.

2.1.5 Section/Tab 5: Team Firm, Experience and Certifications This section must include the proposed staffing, deployment and firm of personnel to be assigned to this project. The Proposer shall provide information as to the Proposals and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. A project-specific firm chart which clearly illustrates the roles, responsibilities, and the reporting relationships of each team member should be included.

2.1.6 Section/Tab 6: Cost

In a separate sealed envelope provide a minimum of one (1) complete copy of cost schedule.

Hourly rates shall be during business hours and after-hours fully burdened to include all costs, all applicable overhead and profit (including lodging, meals, and transportation). Attach any additional pricing details.

2.2 RFP Documents

This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award. All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by reference.

3 PROPOSAL EVALUATION

3.1 Proposal Evaluation Criteria (Stage 1)

This is not a bid. There will not be a public opening. The Proposals received in response to this RFP will be evaluated and ranked, by the Proposal Evaluation Committee in accordance with the process and evaluation criteria contained below. Responses will be evaluated in light of the material and substantiating evidence presented in the response, and not on the basis of what is inferred. After thoroughly reading and reviewing this RFP, each Evaluation committee member shall conduct his or her independent evaluation of the proposals received and grade the responses on their merit in accordance with the evaluation criteria set forth in the following table.

The maximum interview/demonstration points a Proposer can receive is five (5) points. The Proposers selected for interviews/demonstrations under this section will be notified in writing of the date and time. The Proposers’ interview/demonstrations shall be based solely upon information provided in each Proposer’s original proposal. No new information may be presented.

Criteria (a) Weight

(b) Score (0-3)

(a) x (b) Weighted Score

Corporate Background and Experience 20

Firm Financial Stability 20

Project Understanding 20

Project Approach 15

Team Firm Experience 10

Proposed Cost 15

Total Score (without Interview/Demonstrations)

Interview/Demonstration (if applicable) 5

Final Score (with Interview/Demonstrations)

Score Points 0- Missing or Does Not Meet Expectation 2- Meets Expectation 1- Partially Meets Expectation 3- Exceeds Expectation

Cost Formula: The cost criterion is rated by giving the proposal with the lowest total cost the maximum number of Cost points available. The remaining proposals are rated by applying the following formula:

1 - B - A x C = D A

A—the lowest Proposer’s cost.

B—the Proposer’s cost being scored.

C—the maximum number of cost points available.

D—Proposer’s cost score (points).

Note: If the formula results in a negative number (which will occur when the Offeror’s cost is more than twice the lowest cost), zero points shall be assigned.

3.2 Interview/Demonstration (Stage 2)

A short-list of firms may be invited to Stage 2 of the evaluation process, the Interview/ Demonstration. Interview/demonstrations are an important aspect of the evaluation process that offers the City an opportunity to see how the proposer’s solution meets the critical components of the RFP.

3.3 Final Selection

Proposals will be evaluated and ranked according to the criteria and weighted values set forth in Section 3.1. Either a final selection for recommendation will be made at this time or the short-list of firms will be invited to participate in Stage 2 of the evaluation process. If Stage 2 is implemented, each firm will be evaluated and assigned a score to determine the best firm for recommendation.

After which negotiations of a contract with the most qualified firm will commence. If negotiations are unsuccessful, the City will then pursue negotiations with the next most qualified firm. All Proposers will be notified of their standing immediately following the City’s decision.

The City shall not be bound or in any way obligated until both parties have executed a contract.

The City also reserves the right to delay the award of a contract or to not award a contract.

3.4 Notice to Proposers Regarding RFP Terms and Conditions

It shall be the Proposer’s responsibility to read the Instructions, the City’s Standard Contract Terms and Conditions (Appendix V), all relevant exhibits, attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Proposers are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

3.5 Contract Term

The contract issued by the City to the awarded proposer will define either a completion date by which the services are to be completed and finished or a term date by which the services will begin and be provided repeatedly over a specified period. The details of the contract term an any options to renew or extend the contract, will be stated in the contract issued by the City. See Appendix IV for a sample-version of the City’s contract for services.

4 SCOPE OF SERVICES

Awarded Contractor shall provide services, all as set forth in this RFP and more particularly described in this Section 4.1.

4.1 Vykon Security Access Solution and Aiphone

The selected Contractor shall provide on-call services for the maintenance, repair, and replacement of the Vykon Enterprise Security System and the Aiphone system at various City of Raleigh facilities. The scope includes, but is not limited to, the following:

System Maintenance & Support

• At the request of the City of Raleigh, the awarded Contractor must also ensure regular updates and maintenance services for all installed systems. These services should be performed in accordance with the City’s standards and protocols while ensuring minimal disruption to the daily operations of the various facilities.

• Troubleshoot and resolve system faults, alarms, and connectivity issues.

• Coordinate and apply software patches and updates for all related devices, equipment, and servers in collaboration with the City of Raleigh IFS representative.

Repair & Replacement Services

• Diagnose and repair faulty components, including controllers, readers, door hardware, intercom systems, cables, and related devices.

• Replace defective parts using City-provided equipment, unless otherwise authorized by the

City of Raleigh IFS representative to include additional parts in the quote.

• Provide emergency response services for critical access or communication failures.

Personnel & Equipment Requirements

• Furnish all necessary personnel, tools, materials, and transportation to perform the required services.

• Ensure that all technicians assigned to the project are qualified, trained, and manufacturer-certified for the Vykon Enterprise Security.

System Expansion & Integration

• Install and configure new access points or intercom stations as directed.

• Support integration with other City security systems (e.g., video surveillance, alarms) when applicable.

• Provide Niagara Milestone Device Drive Support.

Documentation & Reporting

• Submit detailed service reports after each visit, including diagnostics, actions taken, and recommendations.

For all quotes, the contractor shall clearly identify:

• Service Location Address

• Description of Services Provided

• Labor (with breakdown by time and rate)

A separate line-item and cost shall be provided for each of the following:

• A. Equipment/Device

• Part Number

• Manufacturer

• Description

• B. Labor Cost

• Time (hours)

• Rate (per hour or per task)

• C. Software Upgrade

• Version

• Description of software fix or update

• D. Additional Materials or Consumables (if applicable)

• Description and unit cost

• E. Estimated Time to Complete Work

• Total duration in hours or days

For items on the quote not listed above, the contractor shall provide a line-by-line breakdown of each item's cost.

Invoicing Requirements

All invoices must include:

• Detailed description of work performed

• Include number of hours worked, hourly rate, and transportation cost

(as per pricing section).

• Itemized list of parts, equipment, and devices

• Include part numbers, descriptions, quantities, and unit prices.

• Purchase Order (PO) number

• Required for payment processing.

Additional requirements:

• Invoices must be submitted in a format approved by the City of Raleigh.

• Failure to follow the prescribed invoicing format may result in delayed payment, without penalty to the City.

Non-Emergency Requests:

The contractor shall evaluate all non-emergency service requests within 24 hours of receipt and provide a written quote within 48 hours. A separate Purchase Order (PO) will be issued for each approved service call. Unless explicitly authorized by the City of Raleigh as an emergency, all work must be performed during normal working hours (8:00 AM – 5:00 PM, Monday through Friday).

Emergency Requests:

The City of Raleigh may request emergency services from the Contractor at any time. The Contractor shall maintain a 24/7 emergency contact number for the duration of the contract, ensuring a designated representative is reachable 365 days a year. The Contractor must respond within 2 hours of receiving an emergency request and shall prioritize the issue until it is resolved to the satisfaction of the City of Raleigh.

Security Access Solution Overview:

The City of Raleigh’s enterprise security access solution is built on the Vykon Security platform, utilizing Vykon JACE Controllers to interface with Remote Reader Modules (R2R) and Remote IO Modules. Centralized management is handled through an EntSecurity Supervisor, which aggregates alarm and historical data via a Microsoft SQL Server database.

The Supervisor communicates with JACE controllers using the Niagara FOXS protocol and integrates with a Photo ID workstation running HID Assure software, connected through the City’s secure network. Access control is enforced through HID MultiClass SE RP40 and HID® Signo™ Readers, which are directly connected to the Vykon system.

In addition, the City of Raleigh uses AIPhone Intercom and Access Control Solutions to provide audio, remote release, and video intercom capabilities. These systems support video recording, enabling the City to review exchanges at a later time for security and operational purposes.

On-Call Services Provided

1. Troubleshoot, repair, and replace Vykon EntSecurity JACE controllers, R2R modules, Remote IO modules, door hardware, and HID readers.

2. Diagnose and resolve issues with Niagara software, including patching and upgrades to JACE controllers and the EntSecurity Supervisor.

3. Address communication failures between:

• Supervisor ↔ JACE controllers

• JACE controllers ↔ R2R modules

• HID readers ↔ R2R modules

• End-of-Line resistors, supervised/digital input wiring, and relay output wiring to door strikes (including strike power supply).

4. Troubleshoot and repair the Enterprise Security Photo ID system, including HID Assure software updates and hardware replacement as needed.

5. Resolve issues with system services such as Replication, Join, Recovery, and SQL database/Orion API operations (create, modify, delete).

6. Address credential issues and Wiegand format errors.

7. Troubleshoot alarms, trends, personnel data (access rights, badges, tenants), reports, schedules, access/intrusion setup, lockdown buttons, and threat levels.

8. Troubleshoot, repair, and replace AIPHONE equipment, including configuration, software patches, and new software releases.

9. Perform preventive maintenance on both the Security Access System and AIPHONE system upon request by the City.

10. Implement changes to access levels or schedules as requested by the City’s authorized personnel.

11. Debug Niagara-related problems, including configuration errors, communication faults, and software service failures.

The contractor shall perform all services in accordance with industry best practices, applicable codes, and manufacturer specifications. The City of Raleigh reserves the right to reject any work that does not meet these standards. The contractor is responsible for ensuring the integrity, confidentiality, and security of all systems and data accessed during the course of work. Any damage to City property, systems, or data resulting from contractor negligence or non-compliance shall be promptly remedied at the contractor’s expense.

General Requirements

1. The Contractor shall not go on site to perform any work unless approved by the COR IFS representative.

2. The Contractor shall be Niagara 4 Enterprise Security Certified. The Contractor’s employees who are not Niagara 4 Enterprise Security Certified will not be permitted to work on the JACE controllers or EntSecurity Supervisor. The Contractor shall submit proof of certification for personnel providing on-site or remote services.

3. The Contractor shall provide a means of transportation to bring personnel, supplies, tools, and equipment to and from the job site. The Contractor shall be responsible for providing this service. The Contractor shall include this cost in the Contractor's quote.

4. The Contractor and personnel shall follow all City Of Raleigh On-Site Security and Cyber- Security protocols.

5. The contractor shall provide the COR-authorized representative with an estimate of work to be performed under the service contract prior to starting any work.

6. If the scope of work exceeds the initial quote, the additional scope shall be fully documented and submitted to the COR IFS representative for authorization.

7. The contractor shall use owner-provided parts or equipment unless directed by the COR representative to add parts or equipment to the quote.

a. The contractor shall use Vkyon JACE for any new installation or replacements for JACE controllers.

b. The contractor shall use HID MultiClass SE RP40, HID® Signo™ Readers card readers or City-approved HID Readers.

Warranty/Guarantee The contractor shall guarantee all services performed for at least twelve calendar months against defects in materials and workmanship from the time the COR IFS representative reviews the work. New Parts, Equipment, and devices (controllers, JACEs, etc.) shall minimally have a one-year warranty.

Change Orders Alterations, modifications, or additions to the work performed under the contract shall be made only by written Change Order between the company and the COR point of contact before the altered, modified, or added work commences. Claims for extra work or materials will be allowed if covered by a written Change Order.

APPENDIX I

HOURLY RATE SCHEDULE

Awarded firm shall perform the services to be performed as set forth in this RFP and more particularly described in Section 4 Scope of Services utilizing the following hourly rate schedule below.

Position Title Hourly Rate

(Normal Business 7a – 6p) Hourly Rate (After Hours 6p – 7a)

Firm Name: ____________________________________________________________

Authorized Signature: _________________________________Date_______________

Signed by: _____________________________________________________________

[Type or Print Name]

Title of Signer: __________________________________________________________

APPENDIX II

PROPOSER QUESTIONNAIRE

The following questions must be answered, and data given must be clear and comprehensive. If necessary, questions may be answered on separate sheets. The Proposer may submit any additional information desired.

Company Name: d/b/a (if applicable)

Street / PO Box:

City: State: Zip:

Phone: Fax: E-Mail:

Website (if applicable):

Sole Proprietor Partnership Corporation Other

Number of years in business under company’s present name:

Fed Tax ID #: DUNS # Are you registered with the North Carolina Secretary of State to conduct business (if required)? (Check One) YES: NO: Not Applicable:

Are you properly licensed/certified by the Federal and/or State of North Carolina to perform the specified work?

YES: NO: Not Applicable: ATTACH COPY OF ALL APPLICABLE LICENSING/CERTIFICATION DOCUMENTS Are/will you be properly insured to perform the work? YES: NO:

Contact for this Contract: Title:

Phone: Fax: E-Mail:

Have you ever defaulted or failed on a contract? (If yes, attach details) YES: NO:

List at least three (3) references for which you have provided these services (same scope/size) in the past three years - preferably government agencies. Do not include City of Raleigh as a reference to meet the requirement of listing at least (3) references.

PROPOSERS ARE RESPONSIBLE FOR SENDING REFERENCE QUESTIONNAIRE (APPENDIX III) TO THEIR

REFERENCES.

1. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

2. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

3. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

4. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

5. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

The undersigned swears to the truth and accuracy of all statements and answers contained herein:

Authorized Signature: Date:

APPENDIX III

REFERENCE QUESTIONNAIRE

(Instructions)

(274-ESIFS-SECA-2025)

The City of Raleigh, as a part of the RFP, requires proposing companies to submit a minimum of three (3) business references as required within this document. The purpose of the references is to document the experience of the proposer relevant to the scope of services and assist in the evaluation process.

• The Proposer is required to send the reference form (the following two pages) to each business reference listed on Proposer Questionnaire.

• The business reference, in turn, is requested to submit the Reference Form directly to the City of Raleigh Point of Contact identified on the Reference Questionnaire form for inclusion in the evaluation process.

• The form and information provided will become a part of the submitted proposal. The business reference may be contacted for validation of the response.

• It is the Proposer’s responsibility to verify their references have been received by the City of Raleigh Point of Contact by the date indicated on the reference form.

APPENDIX III

REFERENCE QUESTIONNAIRE FORM

(274-ESIFS-SECA-2025)

(Name of Business Requesting Reference)

This form is being submitted to your company for completion as a business reference for the company listed above.

This form is to be returned to the City of Raleigh, (John Andrews), via email to (john.andrews@raleighnc.gov) no later than (3:00) p.m. EST, (December 9, 2025) and MUST NOT be returned to the company requesting the reference.

For questions or concerns regarding this form, please contact the City of Raleigh, Point of Contact above.

Company Providing Reference

Contact Name and Title/Position

Contact Telephone Number

Contact Email Address

Questions:

1. In what capacity have you worked with this company in the past? If the company was under a contract, please acknowledge and explain briefly whether or not the contract was successful.

Comments:

2. How would you rate this company’s knowledge and expertise?

3= Excellent 2= Satisfactory 1= Unsatisfactory 0= Unacceptable

3. How would you rate the company’s flexibility relative to changes in the scope and timelines?

4. What is your level of satisfaction with hard-copy materials, e.g. reports, logs, etc. produced by the company?

5. How would you rate the dynamics/interaction between the company and your staff?

6. Who were the company’s principal representatives involved in providing your service and how would you rate them individually? Would you comment on the skills, knowledge, behaviors or other factors on which you based the rating?

(3= Excellent; 2= Satisfactory; 1= Unsatisfactory; 0= Unacceptable)

Name: Rating:

7. With which aspect(s) of this company’s services are you most satisfied?

8. With which aspect(s) of this company’s services are you least satisfied?

9. Would you recommend this company’s services to your organization again?

APPENDIX IV

SAMPLE CONTRACT

NORTH CAROLINA

WAKE COUNTY

CONTRACT FOR SERVICES

THIS CONTRACT (“Contract”) is entered into by and between__________, hereinafter referred to as the “Contractor”, and the City of Raleigh, a North Carolina municipal corporation, hereinafter referred to as the “City”.

WITNESSETH:

WHEREAS, the City desires to procure a contractor to perform services; and WHEREAS, the City has completed necessary steps for retention of professional and other services under applicable City policies; and WHEREAS, the City has agreed to engage the Contractor, and the Contractor has agreed to contract with the City, for performance of services as described, and according to the further terms and conditions, set forth herein.

NOW THEREFORE, in consideration of sums to be paid to the Contractor, and other good and valuable consideration, the Contractor and City do contract and agree as follows:

1. Scope of Services The Contractor shall perform for the City the following described services:

2. Schedule/Time of Performance

[1.) For a One-time Service Completed by a Specific Date, use the following:]

In performing the services described in this Contract, it is mutually agreed that time is of the essence. The Contract shall be effective upon the date of the City’s signature.

The Contractor shall begin work on , and work shall be completed no later than .

In the event the services under the Contract are not completed by this date, the Contractor shall be assessed liquidated damages of for each day’s delay beyond the completion date.

[If liquidated damages are not applicable to this Contract, then remove this paragraph.]

[2.) For Repeated Services Over a Period of Time/Term (without renewal options), use the following:]

In performing the services described in this Contract, it is mutually agreed that time is of the essence. The Contract shall have a term of [written number (X) – example: five (5)] years, beginning on the Effective Date through and including [enter term end date].

[3.) For Repeated Services Over a Period of Time/Term (with Renewal Options), use the following:]

In performing the services described in this Contract, it is mutually agreed that time is of the essence. The Contract shall have an initial term of years, beginning on the Effective Date through and including [enter initial term end date].

Prior to the expiration of the initial term or any subsequent renewal terms, the City shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions as are set forth herein for up to a total of additional one-year terms, for a maximum contract term not to exceed five (5) years. The City shall exercise each such renewal option no later than days before the end of the Contract’s then-current term.

The parties acknowledge and agree that a written notice exercising one of the City’s renewal options that is sent to the Contractor as an attachment to an e-mail (for example, as a PDF of a letter sent as an attachment to an e-mail), and which written notice does not contain an original, wet signature or a digital signature, shall nonetheless have the same force and effect as if such written notice contained an original, wet signature or digital signature.

Once the City has decided to exercise a renewal option as provided in this Section, the City hereby authorizes the director of the City department that is responsible for administering this Contract on behalf of the City to execute on behalf of the City the written notice to Contractor that so exercises one of the City’s renewal option(s), and the Contractor shall accept such written notice as the City’s exercise of the applicable renewal option. Notwithstanding anything herein to the contrary, for purposes of providing written notice of the City’s exercise of a renewal option as set forth herein, the parties acknowledge and agree that the City shall submit such written notice to Contractor by e-mail, to the attention of the Contractor representative specified in Section 4 below, “Notices”.

The Contractor shall be responsible for immediately notifying the City in writing of any changes to its contact information in Section 5, “Notices”. The City’s inability to deliver to Contractor written notice of the City’s exercise of a renewal option because Contractor has failed to keep the City informed of any changes to its contact information in Section 5, below, shall not negate the effectiveness or validity of the City’s exercise of any such renewal option if written notice of the same has been timely submitted by the City to the last-known email address that the City has for the Contractor’s representative pursuant to Section 5, below.

3. Compensation; Time of Payment For services to be performed hereunder, the City shall pay the Contractor a not to exceed total contract amount $ ($ for the initial term and $ for each renewal term if exercised by the City), unless changed by a duly authorized amendment.

[if using option 3 in the Time of Performance section above, enter the total contract amount followed by the sub-total amounts of the initial term and the amount of the renewal options] [if not using option 3 in the Time of Performance section above, delete the statement in the parenthesis ( ) with the sub-total amounts if the contract doesn’t include optional renewal terms]

3.1. The standard City of Raleigh payment term is NET 30 days from the date of invoice.

3.2. Send all invoices electronically by email accountspayable@raleighnc.gov (or send by mail to: City of Raleigh, Accounts Payable, PO Box 590, Raleigh, North Carolina 27602-0590).

3.3. All invoices must include the following Purchase Order Number __________. Invoices submitted without the correct purchase order number will result in delayed payment.

4. Workmanship and Quality of Services All work performed under this Contract shall be performed as described in the Scope of Services, above, and in a workmanlike and professional manner, all to the reasonable satisfaction of the City, and shall conform to all prevailing industry and professional standards.

5. Notices Except as otherwise expressly provided in this Contract, all notices, requests for payment, or other communications arising hereunder shall be sent to the following:

City of Raleigh Contractor Attn: Attn:

Title: Title:

Address 1: P.O. Box 590 Address 1:

Address 2: Raleigh, NC 27602 Address 2:

Telephone: Telephone:

E-mail: E-mail:

6. Non-Discrimination

6.1. To the extent permitted by North Carolina law, the Parties for themselves, their agents, officials, directors, officers, members, representatives, employees, and contractors agree not to discriminate in any manner or in any form based on actual or perceived age, mental or physical disability, sex, religion, creed, race, color, sexual orientation, gender identity or expression, familial or marital status, economic status, veteran status or national origin in connection with this Contract or its performance.

6.2.

mailto:accountspayable@raleighnc.gov

6.3. The Parties agree to conform with the provisions and intent of Raleigh City Code §4-1004 in all matters related to this Contract. This provision is incorporated into the Contract for the benefit of the City of Raleigh and its residents and may be enforced by an action for specific performance, injunctive relief, or any other remedy available at law or equity. This section shall be binding on the successors and assigns of all parties with reference to the subject matter of the Contract.

7. Assignment

This Contract may not be assigned without the express written consent of the City.

8. Applicable Law

Both the City and the Contractor, for themselves and their respective agents, officials, employees, and servants, hereby acknowledge…