RFP- Alarm Monitoring.pdf

REQUEST FOR PROPOSALS (RFP)

for

ALARM MONITORING SERVICES

PROJECT NAME: Alarm Monitoring Services

DATE OF ISSUANCE: July 16th, 2026

PROPOSALS DUE: August 6th, 2:00 PM pacific time at 799 SW Columbia Street, Bend, OR 97702

PROJECT MANAGER

Jason Monaghan

Facilities Manager

(541) 706-6214

CONTRACT ADMINISTRATOR

JoAnna Edwards

Contracts and Procurement Coordinator

(541)706-6102

INVITATION TO SUBMIT

REQUEST FOR PROPOSALS

ALARM MONITORING SERVICES

Sealed Proposals will be accepted by JoAnna Edwards, Contracts and Procurement Coordinator, or designee at the Bend Park and Recreation District Administration Office, 799 SW Columbia Street, Bend, Oregon 97702 until the date and time listed in the Schedule in Section 1 of the RFP. No Proposals will be accepted after this date and time.

Proposals shall be submitted in a sealed envelope and marked as follows:

Proposer’s Name and PROPOSAL for Alarm Monitoring Services

Solicitation documents, addenda, and notifications for this project may be found on OregonBuys at oregonbuys.gov. Proposers are responsible for checking this web site for the issuance of any addenda prior to submitting a Proposal.

Proposals will be considered non-responsive if the Proposal does not reflect all addenda.

Proposer’s with questions regarding the project, requests for clarification or change, or any non-technical questions should contact JoAnna Edwards, Contract Administrator at (541) 706-6102 or joanna@bendparksandrec.org.

The District may reject any Proposal not in compliance with all prescribed public contracting procedures and requirements and may reject for good cause all Proposals upon a finding of the District that it is in the public interest to do so.

file://///bprd.local/documents/Public/PURCHASING-Public/Procurements/2022%20Procurements/RFP%20Shevlin%20Fuels%20Reduction/Working/oregonbuys.gov mailto:joanna@bendparksandrec.org

Table of Contents

RFP SUMMARY – IMPORTANT INFORMATION FOR PROPOSERS

Purpose and General Information

1.1. Introduction

1.1.1. Overview, Objectives, and Background

1.1.2. Project Term

1.1.3. Minimum Proposer Qualifications

1.2. Schedule

1.3. Definitions

1.4. Solicitation Process

1.4.1. Availability of Documents

1.4.2. Reservation of District Rights

1.5. Single Point of Contact

1.6. Methods of Seeking Modifications to RFP, Contractual Provisions or Specifications;

Solicitation Protests

1.6.1. Procedure

1.6.2. Requests for Clarification / Questions

1.6.3. Protests of RFP

1.6.4. Protest of Addenda

1.7. Submission of Proposals

1.7.1. Withdrawal of Proposals

1.8. Opening of Proposals

1.8.1. Inspection of Proposals

Section 2. Scope of Work

Section 3. Proposal Requirements

3.1. Administrative Proposal Requirements

3.1.1. Proposal Requirements

3.1.2. Submission of Proposals in Electronic Format

3.1.3. Hardcopy Proposal Submission

3.2. Technical Proposal Requirements

3.2.1. Insurance Coverage

3.2.2. References

3.2.3. Experience and Qualifications

3.2.4. Key Staff

3.2.5. Response and turn-around time

3.2.6. Pricing

3.3. Technical Proposal Scoring

Section 4. Evaluation and Award

4.1. Evaluation Process

4.1.1. Evaluation Overview

4.1.2. Evaluation Committee

4.1.3. Disqualification

4.2. Evaluation of Minimum Requirements (Pass / Fail)

4.3. Evaluation of Technical Proposal (Scored)

4.3.1. References

4.4. Ranking of Proposals

4.5. Award Notification and Process

4.6. Protest of Award

Section 5. Attachments

Section 6. Proposal Submission Checklist

RFP SUMMARY – IMPORTANT INFORMATION FOR PROPOSERS

Project Title: Alarm Monitoring Services

Issuing Agency: Bend Park and Recreation District (BPRD)

Proposal Due Date: August 6th, by 2:00 PM Pacific Time (late proposals will not be accepted)

Submission Location:

Bend Park and Recreation District

799 SW Columbia Street

Bend, Oregon 97702

Primary Contact:

JoAnna Edwards, Contracts and Procurement Coordinator joanna@bendparksandrec.org | (541) 706-6102

Scope Summary:

Bend Park and Recreation District (District) is seeking proposals from qualified firms to provide twenty-four (24) hour fire alarm, security alarm, and panic alarm monitoring services, annual testing and inspection services, and on-call maintenance and repair services for District facilities. The District seeks a qualified contractor with demonstrated experience providing reliable monitoring, emergency response, testing, maintenance, and support of life-safety and security systems in a multi-facility environment.

The resulting contract is anticipated to be a three-year agreement with two optional one-year renewal terms.

Proposal Format:

• Submit one USB drive with:

o Full proposal (with pricing)

• Submit one printed original and one printed copy

Proposal Evaluation Criteria (100 points total):

• Insurance Coverage Statement (pass/fail)

• References (pass/fail)

• Experience & Qualifications – 30 pts

• Key Staff – 20 pts

• Response and turn-around time – 10 pts

• Pricing –40 pts

Attachments:

• Attachment A – Sealed Proposal Label

• Attachment B – Proposer Information Sheet

• Attachment C- Pricing Sheet

• Attachment D – Sample Contract

Purpose and General Information

1.1. Introduction

1.1.1. Overview, Objectives, and Background

The District is seeking qualified organizations to provide twenty-four (24) hour fire alarm, security alarm, and panic alarm monitoring services, annual testing and inspection services, and on-call maintenance and repair services for District facilities. Proposals must be based on the “Scope of

Work” described in Section 2 below and in compliance with all prescribed requirements of this RFP.

Services include:

• Twenty-four (24) hour monitoring of security alarm, fire alarm, and panic alarm systems;

• Annual testing and inspection services;

• On-call maintenance and repair services;

• Replacement and upgrade of alarm system components as needed; and

• Related support services for District facilities.

A list of District facilities and existing alarm systems is provided in the Scope of Work section of this

RFP.

An Oregon special district separate from the City of Bend, the District is governed by a five-member, elected Board of Directors and managed by an Executive Director. The District maintains and operates more than 3,000 acres of developed and undeveloped parkland, including 81 parks, 70 miles of trails, and multiple recreation facilities, serving a population of around 91,000 people.

1.1.2. Project Term

The District anticipates signing a contract by September 1st, 2026, with services fully implemented by September 30st, 2026. If a contract is awarded, the contract will be effective from the date fully executed through September 1st, 2029.

The District will have the option to renew the contract for two (2) additional one-year terms. The pricing and rates provided by the Proposer to whom the contract is awarded must remain fixed for the initial term.

1.1.3. Minimum Proposer Qualifications

Organizations interested in Proposing must be currently providing alarm monitoring, testing, and on-call repair services to customers at the time of submitting a Proposal. Any Proposal received from a Proposer not currently providing alarm monitoring, testing, and on-call repair services will be deemed non-responsive and will be returned to the Proposer upon request.

Proposer shall maintain all licenses, registrations, certifications, and authorizations required to perform the services described in this RFP, including any applicable Oregon CCB, electrical, low-voltage, fire alarm, or monitoring-related requirements.

1.2. Schedule

The District reserves the right to deviate from this schedule, deviations from scheduled dates prior to RFP Closing will be made via written addendum.

EVENT DUE DATE

RFP Release, (Date of Issuance) July 16th, 2026

Solicitation/Specification Protest Deadline July 23rd, 2026

Deadline for questions July 28th, 2026 by 4:00 pm

RFP Closing Date and Time August 6th, 2026 at 2:00 pm

Notice of Intent to Award On or about August 24th, 2026

1.3. Definitions

For general definitions see OAR 137-046-0110, which are incorporated by reference.

• “Contract Administrator” and “Project Manager” shall mean the person the District has designated as the single point of contact for this RFP.

• “Contractor” shall mean the Proposer awarded a contract to perform the Statement of Work.

• “District” shall mean Bend Park and Recreation District.

• “Proposal” shall mean a written response to this RFP.

• “Proposer” shall mean a person or organization submitting a written response to this RFP.

• “OAR” shall mean Oregon Administrative Rules.

• “ORS” shall mean Oregon Revised Statutes.

• “RFP” and “Solicitation” shall mean this Request for Proposals.

• “Scope of Work” shall mean the general description of the supplies and services for which the

District has issued this RFP, the work’s purpose and objectives, and the District’s expectations.

Examples of expectations include, if applicable, a description of the proposed purchase, specifications, tasks (obligations), deliverables, delivery or performance schedule, and acceptance requirements. The Scope of Work helps the prospective Proposers develop their

Proposals.

• “Statement of Work” shall mean the specific provisions in the final contract which set forth and define in detail the agreed-upon objectives, expectations, performance standards, and other obligations of Contractor under the contract.

1.4. Solicitation Process

1.4.1. Availability of Documents

The RFP, including all addenda, attachments, and solicitation notifications, will be posted on the the

OregonBuys website at oregonbuys.gov. Proposers are responsible for checking this web site for the issuance of any addenda prior to submitting a Proposal. Proposals will be considered non-responsive if the Proposal does not reflect all addenda.

1.4.2. Reservation of District Rights

The District reserves all rights regarding the RFP, including, without limitation, the right to:

• Amend the RFP by written addendum pursuant to OAR 137-047-0430;

• Delay or suspend the RFP without liability to any Proposer if the District finds it is in the best interest of the District to do so pursuant to ORS 279B.100;

• Cancel the RFP or reject any or all Proposals received, in whole or in part, upon finding that it is in the best interest of the District to do so pursuant to ORS 279B.100;

• Waive any minor informality, correct a clerical error, or permit a Proposer to withdraw a

Proposal to the extent allowed pursuant to OAR 137-047-0470;

• Reject any Proposal that fails substantially to comply with all prescribed RFP procedures and requirements pursuant to OAR 137-047-0640;

• Negotiate certain contract terms and conditions to the extent allowed under OAR 137-047-

0310(1)(b);

• Amend any contracts that are awarded as a result of the RFP to the extent allowed under

OAR 137-047-0800;

• Engage other organizations to perform the same or similar services; and

• Extend any contracts that result from the RFP without an additional competitive procurement process to the extent allowed under OAR 137-047-0800.

The intent of the RFP is to identify a Proposal from a Proposer with the level of specialized skill, knowledge, and resources to perform the Scope of Work described in the RFP. Qualifications, performance history, expertise, knowledge, and the ability to exercise sound professional judgment are primary considerations in the selection process. If awarded, the District will award the contract to the responsible Proposer submitting the Proposal which is in the District’s best interests for accomplishing the District’s needs.

1.5. Single Point of Contact

All technical and non-technical questions about the requirements of the RFP, procurement process, Scope of Work, or evaluation process shall be directed to the Contract Administrator listed on the

Invitation to Submit.

file://///bprd.local/documents/Public/PURCHASING-Public/Procurements/2022%20Procurements/RFP%20Shevlin%20Fuels%20Reduction/Working/oregonbuys.gov

1.6. Methods of Seeking Modifications to RFP, Contractual Provisions or Specifications; Solicitation

Protests

1.6.1. Procedure

• Requests for modifications to this RFP may be requested in writing, as follows: (a) request for clarification; (b) formal submittal of requests for changes to the RFP, contractual terms or specifications; or (c) formal submittal of protests of the RFP, contractual terms or specifications.

• A Proposer may submit to the Contract Administrator a written request for changes to the

RFP, contractual terms or specifications. The request shall include the reason for requested changes, supported by factual documentation, and all other information required by OAR

137-047-0730.

• Envelopes containing requests for clarification, requests for change, and protests shall be marked as follows:

o Request for Clarification / Change / Protest o RFP Number o Project Name

• Requests for modification must be received by the Contract Administrator prior to the protest submission deadline specified in Section 1.2. The submission deadline may be extended by addendum. No requests for clarification, requests for change or protests regarding the RFP, contractual terms or specifications shall be considered if received after the protest submission deadline, as may be extended by subsequent addendum.

1.6.2. Requests for Clarification / Questions

Questions, including requests for explanations of the meaning or interpretation of RFP provisions, shall be submitted in writing via mail, hand delivery, or email, addressed to the Contract

Administrator at the address listed on the Invitation to Submit, and must arrive prior to the protest submission deadline specified in Section 1.2.

1.6.3. Protests of RFP

Proposers may submit to the Contract Administrator a written protest of the solicitation documents, contractual terms or specifications, or addenda to the solicitation documents. To be considered, protests shall:

• Identify the Proposer’s name and reference the RFP title.

• Include: (a) the grounds that demonstrate how the solicitation process is contrary to law or how the RFP is unnecessarily restrictive, legally flawed, or improperly specifies a brand name; (b) evidence that supports the grounds on which the protest is based; and (c) an explanation of the relief sought, including a statement of the proposed changes to the solicitation process or RFP provisions, requirements or terms and conditions that the

Proposer believes will remedy the conditions upon which the protest is based.

• Be signed by the Proposer’s authorized representative

• Be submitted to the Contract Administrator to the address listed on the Invitation to Submit by the protest deadline specified in Section 1.2.

The District shall not consider solicitation protests that do not meet the requirements of this

Section. The District shall resolve all solicitation protests in accordance with OAR 137-047-0730.

1.6.4. Protest of Addenda

Pursuant to OAR 137-047-0430(4) Proposers may submit a request for change or protest to any addendum issued by the District as provided in Section 1.6.3. provided, however, such request for change or protest must be received by the end of the District’s nest business day after issuance of the addendum, or protest deadline specified in Section 1.2, whichever is later. If the deadline for submission of a request for change or protest to an addendum falls after the protest deadline specified in Section 1.2, the District may only consider a request for change or protest to the addendum, and shall not consider a request for change or protest to matters not added or modified by the addendum.

1.7. Submission of Proposals

Proposals shall be received by the Contract Administrator no later than the Closing date and time specified in Section 1.2. Proposals may be delivered via U.S. Mail, courier, or hand-delivery. Mailed

Proposals shall be sent to the Contract Administrator at the address specified in the Invitation to

Submit. Late, faxed, or electronically transmitted Proposals shall not be accepted. Proposers responding to the RFP do so solely at their own expense. The District is not responsible for any Proposer costs or expenses associated with the RFP.

1.7.1. Withdrawal of Proposals

If a Proposer wishes to withdraw a submitted Proposal, it shall do so prior to the Closing date and time. The Proposer shall submit a written request to withdraw, signed by the Proposer, on the

Proposer’s letterhead, to the Contract Administrator at the address listed on the Invitation to

Submit.

1.8. Opening of Proposals

Pursuant to ORS 279B.060(6)(a) Proposals shall be opened and the names of all Proposers shall be made available to the public. Proposals will not be read aloud. The District shall open Proposals in a manner that avoids disclosing Proposal contents to competing Proposers.

1.8.1. Inspection of Proposals

Pursuant to ORS 279B.060(6)(a) and (b), Proposals will be open to inspection after issuance of a

Notice of Intent to Award. If a Proposal contains any information that may be considered exempt from disclosure under Oregon Public Records Law, ORS Chapter 192, the Proposer must clearly designate the portions of its Proposal that Proposer claims are exempt from disclosure, along with a justification and citation to the authority relied upon. Application of the Oregon Public Records Law shall determine whether any information is actually exempt from disclosure. Identifying the

Proposal in whole as exempt from disclosure is not acceptable. If the Proposer fails to identify the portions of the Proposal that the Proposer claims are exempt from disclosure and the authority used to substantiate that claim, the Proposer will be deemed to have waived any future claim for non-disclosure of that information.

Section 2. Scope of Work

Proposers shall describe how the following minimum required specifications are met:

2.1 General Requirements

The Contractor shall furnish all labor, supervision, tools, transportation, supplies, equipment, materials, software, and incidentals necessary to provide security alarm monitoring, fire alarm monitoring, annual testing, maintenance, repair, and related services for Bend Park and Recreation

District facilities identified in the Scope of Work.

The Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions associated with the work and shall take reasonable measures to protect District staff, visitors, and property.

2.2 Monitoring Services

The Contractor shall provide twenty-four (24) hour per day, seven (7) day per week monitoring services for security alarm systems, fire alarm systems, and panic alarm systems located at District facilities.

Monitoring services shall include:

• Alarm verification and dispatch services.

• Notification of designated District personnel when alarms occur.

• Reporting of alarm system faults and communication failures.

• Maintenance of alarm activity records.

• Documentation of alarm events, dispatch activity, and notifications.

The monitoring center shall:

• Have a minimum of five (5) years of continuous operation.

• Operate twenty-four (24) hours per day, seven (7) days per week.

• Utilize appropriate backup and redundancy systems.

• Be capable of monitoring through cellular, radio, or other approved backup communication methods.

The Contractor shall maintain records of alarm activity, dispatch activity, and notifications. Records shall be provided to the District upon request.

2.3 Testing and Inspection Services

The Contractor shall perform annual testing and inspection services for security alarm and fire alarm systems identified in the facilities inventory included in Section 2- Scope of Work.

Fire alarm inspections and testing shall be performed in accordance with:

• NFPA 72;

• Manufacturer requirements; and

• Applicable federal, state, and local regulations.

The Contractor shall:

• Coordinate testing schedules with District staff.

• Provide a proposed testing schedule at least two (2) weeks prior to testing.

• Conduct testing in a manner that minimizes disruption to District operations.

• Provide written inspection and testing reports upon completion.

2.4 Maintenance and Repair Services

The Contractor shall provide maintenance, troubleshooting, repair, replacement, and programming services for alarm system components as needed.

Services may include:

• Alarm control panels.

• Communication devices and communicators.

• Power supplies and battery systems.

• Annunciators and keypads.

• Motion detectors.

• Glass break sensors.

• Panic alarm devices.

• Smoke detectors.

• Heat detectors.

• Duct detectors.

• Tamper switches.

• Audible and visual notification devices.

• Related alarm system components.

The Contractor shall provide written cost estimates for repairs or replacement work not covered within routine monitoring or testing services prior to commencing work.

No repair, replacement, upgrade, or additional work outside the routine monitoring and testing scope shall be performed without District authorization.

2.5 Response Requirements

The Contractor shall meet the following minimum response requirements:

The Contractor shall communicate anticipated response times and service schedules with District staff.

2.6 Documentation and Reporting

The Contractor shall maintain complete records related to monitoring, testing, inspections, alarm events, repairs, and maintenance activities.

Upon request, the Contractor shall provide documentation including:

• Alarm activity reports.

• Dispatch records.

• Inspection reports.

• Testing reports.

• Service reports.

• Repair recommendations.

• Cost estimates.

2.7 Additional Services

The Contractor may be requested to provide services beyond the routine scope, including:

• System upgrades.

• Equipment replacement.

• Addition of new devices or facilities.

• Expansion of monitoring services.

• Special inspections or evaluations.

Service Type Response Time

Emergency Service Requests Within 4 hours

Critical System Outages Within 24 hours

Non-emergency service requests Within 48 hours

Such services shall be performed only upon District approval and may be compensated in accordance with the pricing provided in Attachment C or through separately negotiated pricing.

2.8 Facility Inventory

Location /Address Type of Service Site Address Panic Fire Security

District Office 799 SW Columbia St Bend, Oregon 97702 X X X Larkspur/ Senior Center 1600 SE Reed Market Rd Bend, Oregon 97702 X X X Art Station 1600 SE Reed Market Rd Bend, Oregon 97702 X X X Pavilion 1001 SW Bradbury Wy Bend, Oregon 97702 X X X Juniper Swim and Fitness Center (JSFC) 800NE 6th St, Bend, Oregon 97701 X X Boyd Acres 62975 Boyd Acres Rd. Bend, Oregon 97701 X Aspen Hall 18920 NW Shevlin Park Rd Bend, Oregon 97701 X Hollinshead Barn 1235 NE Jones Rd Bend, Oregon 97701 X Boys and Girls Club 500 NW Wall St. Bend, Oregon 97703 X

The District reserves the right to add or remove facilities during the term of the agreement.

In addition to the minimum required specifications, pursuant to ORS 279B.060(2)(c), the Contractor shall meet the highest standards prevalent in the industry or business most closely involved in providing the goods and/or services at all times for the duration of the contract.

Section 3. Proposal Requirements

Proposals shall address the Proposal and submission requirements set forth in this RFP. Proposals shall respond to all elements of information requested without exception. Proposals that do not meet the requirements set forth in the RFP shall be deemed non-responsive and shall not be further considered.

3.1. Administrative Proposal Requirements

3.1.1. Proposal Requirements

Proposals shall not exceed a total of 6 single sided or 3 double sided 8.5 x 11-inch pages with a minimum 11-point font size. District-provided forms and attachments are not included in the maximum page count.

3.1.2. Submission of Proposals in Electronic Format

• The District’s preferred Proposal submission format is in PDF on a single USB flash drive.

• Proposals submitted in PDF should be consolidated into as few separate files as possible.

• Proposals submitted in PDF shall include one (1) Proposal original containing the Proposer’s

Price Proposal, and one (1) Proposal copy excluding the Proposer’s Price Proposal.

• Notwithstanding the District’s requirement that Proposals be submitted in electronic format, Proposals must be submitted on a physical storage device via hand delivery, courier, or mail to the location and address listed on the Invitation to Submit. Proposals may not be submitted via email, fax, file transfer, or any other electronic means.

3.1.3. Hardcopy Proposal Submission

• Hardcopy (paper) Proposals may be submitted via hand delivery, courier, or mail to the location and address listed on the Invitation to Submit.

• Hardcopy Proposals shall include 1 Proposal original containing the Proposer’s Price

Proposal, and 1 Proposal copy excluding the Proposer’s Price Proposal.

• Use of recycled materials is required as part of the District’s sustainable business practices.

The District requires the use of submittal materials (i.e. paper, dividers, binders, brochures, etc.) that contain post-consumer recycled content and are readily recyclable. Proposers are encouraged to bind Proposals with a single binder clip. The District prohibits the use of materials that cannot be readily recycled such as PVC (vinyl) binders, spiral bindings, or plastic or glossy covers or dividers. Proposers are encouraged to print/copy on both sides of a single sheet of paper whenever possible.

3.2. Technical Proposal Requirements

The Proposal shall describe how the Proposer meets each of the technical requirements described in

Section 2 - Scope of Work. The Proposal shall be evaluated utilizing the following evaluation criteria, as more particularly described in Section 3.

3.2.1. Insurance Coverage

• Proposer must provide a statement that Proposer currently has, or prior to executing a contract if awarded will be able to obtain, insurance coverage meeting or exceeding the insurance requirements detailed in the attached Sample Contract.

3.2.2. References

• Proposer must provide at least three references from contracts of similar scope to that described in this RFP. References from public agencies of similar size or type shall be preferred.

• Proposers shall provide the following information for each reference:

o Organization name o Contact person (first and last name) o Contact phone number o Contact email address o Duration of contract(s) o Types and quantities of products and services provided

• Reference-provided letters of recommendation are acceptable.

3.2.3. Experience and Qualifications

• Proposers must describe their organization’s experience and qualifications in providing the monitoring and alarm testing services described in Section 2 – Scope of Work. Each

Proposer should highlight the experience and qualifications that the Proposer believes distinguishes them from their competitors. Higher scores will be awarded for experience and qualifications from within the last five-years, relevant to the Scope of Work, and experience supporting fire alarm and intrusion alarm systems for governmental, educational, institutional, or multi-facility clients.

3.2.4. Key Staff

• Proposers shall detail the key staff proposed for the implementation of this project, long-term account management, and customer service, including all sub-contractors. Proposers shall include relevant details on key staff experience and qualifications.

3.2.5. Response and turn-around time

• Proposers shall describe their ability to meet or exceed the response requirements identified in the Scope of Work, including emergency response procedures, staffing resources, after-hours support capabilities, dispatch procedures, and technician availability.

Higher scores may be awarded to proposers demonstrating strong response capabilities, local resources, and the ability to exceed the minimum response requirements established by the District.

3.2.6. Pricing

• Proposers shall complete the pricing sheet with all pricing information.

• Price Proposals must address all costs required to provide the products and services described in this RFP. The lowest overall Price Proposal will receive the full points available.

All other Price Proposals will be weighed against the lowest Price Proposal.

3.3. Technical Proposal Scoring

The evaluation committee shall assign points to its evaluation of each Proposal as follows:

SCORING CRITERIA MAXIMUM POINT VALUE

Insurance Coverage Pass/Fail

References Pass/Fail

Experience and Qualifications 30

Key Staff 20

Response and turn-around time 10

Pricing 40

Total Points Possible 100

Section 4. Evaluation and Award

4.1. Evaluation Process

4.1.1. Evaluation Overview

The District shall evaluate and score all responsive Proposals on the completeness, quality, and applicability of their contents in accordance with the following criteria:

• Section 3.2, Evaluation of Minimum Requirements (Pass / Fail)

• Section 3.3, Evaluation of Technical Proposal (Scored)

4.1.2. Evaluation Committee

The District shall establish an evaluation committee of at least three individuals, which may consist of District staff, government partners, or community partners, who shall review, evaluate, and score each Proposal.

4.1.3. Disqualification

Any attempt by a Proposer to improperly influence a member of the evaluation committee during the Proposal review and evaluation process shall result in rejection of that Proposal.

4.2. Evaluation of Minimum Requirements (Pass / Fail)

The evaluation committee shall review all Proposals on a pass/fail basis and determine if each Proposal meets the minimum technical Proposal requirements described in Section 3 of this RFP. Proposer’s failure to comply with the instructions or to submit a complete Proposal may result in the Proposal being deemed non-responsive. Only those Proposals determined responsive to the minimum requirements shall be considered for further evaluation.

4.3. Evaluation of Technical Proposal (Scored)

The evaluation committee shall score all Proposals based on the completeness and quality of information described in Section 3.2. Points assigned by each evaluation committee member shall be added together and divided by the total number of evaluation committee members to compute an average score for the evaluation criteria. Price Proposals will not be scored until after the evaluation committee has scored all other evaluation criteria.

The evaluation committee may request additional clarification from any Proposer for any portion of the

Proposals pursuant to OAR 137-047-0600(2). If a Proposal is unclear, the Proposer may be asked to provide clarification. Proposers shall remain available during the evaluation period to respond to requests for additional clarification. Proposers shall submit written clarification(s) within 24 hours

(Monday-Friday) following receipt of the request. No new Proposal documentation may be submitted, however, and clarifications may not be used to correct an otherwise non-responsive Proposal. Failure to provide clarification may result in a lower score.

4.3.1. References

See Section 3.2 for reference requirements.

The District reserves the right to request references in addition to those provided by a Proposer, to investigate any references (whether or not furnished by a Proposer), and to investigate the past performance of any Proposer. The District may investigate the qualifications of a Proposer, including, but not limited to: successful performance in providing similar services; compliance with specifications and contractual obligations; completion or delivery of services on schedule; and proper payment of suppliers, subcontractors, and workers. The District may postpone the award or execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation. This is in addition to any other District rights reserved in Section 1.4.3.

The District may make up to two attempts to contact each of the reference sources. These attempts will be made during normal business hours. Each reference that is contacted will be asked to provide information relevant to the categories listed in Section 3.2.

4.4. Ranking of Proposals

The evaluation committee shall add the interview score for each interviewed Proposer to the evaluation score for the initial evaluation of that Proposer’s Proposal in order to determine the total score and ranking of each Proposal.

4.5. Award Notification and Process

If, once the evaluation committee determines the highest-ranked Proposer, the District elects to move forward with awarding a contract, the District shall send a notice of intent to award to all Proposers. The

District may, either orally or in writing, terminate negotiations with the highest-ranked Proposer if the

District and the highest-ranked Proposer are unable to reach agreement within a reasonable amount of time for any reason. The District may then negotiate with the second ranked Proposer, and if necessary, with each successively ranked Proposer until negotiations result in a contract or the District cancels the

RFP pursuant to ORS 279B.100.

The District reserves the right to negotiate a final contract and Statement of Work that are in the best interests of the District. Prior to execution of a contract the District shall obtain the Contractor’s agreement to perform the Scope of Work and meet the performance standards set forth in the final negotiated Statement of Work.

4.6. Protest of Award

If the conditions specified in ORS 279B.410(1) are met, a Proposer may submit a written protest of the

District’s intent to award a contract. Protests must be submitted within seven days after the District issues a notice of intent to award. A Proposer may submit a protest of the intent to award only as allowed by, and only in compliance with, OAR 137-047-0740. The District will resolve all timely submitted protests in accordance with ORS 279B.410(4) and OAR 137-047-0740.

Section 5. Attachments

• Attachment A – Sealed Proposal Label

• Attachment B – Proposer Information Sheet

• Attachment C – Price Schedule

• Attachment D – Sample Contract

Section 6. Proposal Submission Checklist

All attachments and Proposal content requirements specified in this RFP must be included in Proposals.

The following Proposal content and attachments are required to be returned with the Proposal:

Detailed Proposal Content Requirements as specified in Section 3.2

Section 3.2.1 – Statement of Insurance Coverage

Section 3.2.2 – References

Section 3.2.3 – Experience and Qualifications

Section 3.2.4 – Key Staff

Section 3.2.5 – Response time and turn-around time

Section 3.2.6 – Pricing

Responses to Section 2 – Scope of Work

Attachment B – Proposer Information Sheet

Attachment C – Price Schedule

Proposers are encouraged to use the following attachment to identify their Proposal, it is provided for

Proposers convenience and is not required.

Attachment A – Sealed Proposal Label

The following attachments are not to be returned with the Proposal. Proposers must review these attachments, the terms and conditions of each will be incorporated in the contract for the work.

Attachment D – Sample Contract

This checklist is provided for the Proposer’s convenience in assembling your Proposal and is not required to be returned with the Proposal.

ATTACHMENT A

SEALED PROPOSAL LABEL

Please attach the above label to the outside of your sealed Proposal.

SEALED PROPOSAL ENCLOSED

DELIVER TO:

BEND PARK AND RECREATION DISTRICT

ATTN: JOANNA EDWARDS

799 SW COLUMBIA STREET

BEND, OR 97702

PROPOSALS MUST BE RECEIVED NO LATER THAN:

August 6th, 2:00 PM PACIFIC TIME

FOR: ALARM MONITORING SERVICES

PROPOSER NAME:

ATTACHMENT B

PROPOSER INFORMATION SHEET

FIRM/COMPANY NAME:

STREET ADDRESS:

CITY, STATE, ZIP CODE:

WEBSITE:

PRIMARY CONTACT NAME:

PRIMARY CONTACT TITLE:

PRIMARY CONTACT TELEPHONE:

PRIMARY CONTACT EMAIL:

Name and title of the primary individual authorized to represent the Proposer in any negotiations and sign any contracts that may result:

NAME: TITLE:

Proposer, pursuant to ORS 279A.120(1), (check one) is ☐ / is not ☐ a resident Proposer. If not, indicate state of residency: .

1. Proposer hereby certifies that Proposer has read, understands, and agrees to comply with all terms and conditions of this Solicitation and the resulting contract.

2. Proposer acknowledges receipt of all Addenda issued under this Solicitation, if any.

3. Proposer hereby certifies that Proposer has complied or will comply with all requirements of local, state, and federal laws, and that no legal requirements have been or will be violated in making or accepting this

Solicitation.

4. Proposer hereby certifies that it has not discriminated and will not discriminate, in violation of ORS

279A.110, against any disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disable veteran owns or an emerging small business that is certified under ORS 200.055 in obtaining any required subcontract.

5. Affirmative Action Program. The District is an equal employment opportunity employer and values diversity in its work force. The District requires its consultants and contractors to have an operating policy as an equal employment opportunity employer. Firms of 50 people or less do not need to have a formal equal employment opportunity program, but shall have an operating policy supporting equal employment opportunity. Proposer shall answer the following questions by selecting yes or no.

☐Yes ☐No Does your Firm have more than 50 employees?

☐Yes ☐No Does your Firm have a formal equal employment opportunity program?

6. Proposer agrees to comply with Oregon tax laws in accordance with ORS 305.385.

7. Proposer hereby certifies that no conflict of interest, as defined below, exists which precludes an impartial

Proposal from being submitted by Proposer and that if such conflict should arise, Proposer will immediately notify the District.

a. No officer, employee, or agent of the Proposer has any personal financial interest, direct or indirect, in the operation of Bend Park and Recreation District or its affiliates.

8. Proposer hereby certifies the price(s) and amount(s) of this Proposal shall be arrived at independently and without consultation, communication or agreement with any other consultant, contractor, Proposer or potential Proposer.

9. Proposer hereby certifies that neither the price(s) nor the amount(s) of this Proposal, and neither the approximate price(s) nor approximate amount(s) of this Proposal, shall be disclosed to any other firm or person who is a Proposer or potential Proposer, and they will not be publicly disclosed before contract award.

10. Proposer hereby certifies no attempt has been made or will be made to induce any firm or person to refrain from Proposing on this Solicitation or to submit any noncompetitive Proposal or other complementary

Proposal.

11. Proposer hereby certifies that it’s Proposal is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive Proposal.

12. Proposer agrees that if awarded the contract, Proposer shall be authorized to do business in the State of

Oregon at the time of the award.

13. District shall not be liable for any claims or be subject to any defenses asserted by Proposer based upon, resulting from, or related to, Proposer’s failure to comprehend all requirements of this Solicitation.

14. District shall not be liable for any expenses incurred by Proposer in both preparing and submitting its

Proposal, or in participating in the Proposal evaluation/selection or contract negotiation progress, if any.

15. The signatory of this Proposer Information Sheet is a duly authorized representative of the Proposer, has been authorized by Proposer to make all representations, attestations, and certifications contained in this

Proposal document, Solicitation, and all Addenda, if any, issued, and to execute this Proposal document on behalf of Proposer.

16. By signature below, the undersigned Authorized Representative hereby certifies on behalf of Proposer that all contents of this Proposer Information Sheet and the submitted Proposal are truthful, complete and accurate. Failure to provide information required by this Solicitation may ultimately result in rejection of the

Proposal.

PROPOSER SIGNATURE

Signature Title

Name (please print) Date

Email Phone

ATTACHMENT C

PRICING SHEET

REQUEST FOR PROPOSALS

ALARM MONITORING SERVICES

Annual monitoring costs shall include all facilities identified in the Section 2- Scope of Work.

Monitoring

Service Annual Cost

Security Monitoring $

Fire Monitoring $

Panic Alarm Monitoring $

Annual Testing

Service Annual Cost

Fire Alarm Inspection and Testing (all facilities) $

Security Alarm Testing (all facilities) $

Service Labor Rates

Service Hourly Rate

Standard Technician $

Overtime $

Holiday Rate $

Trip Charges

Service Rate

Standard trip charge $

Emergency trip charge $

Materials

Service Rate

Markup on Contractor Cost %

SAMPLE GENERAL SERVICES CONTRACT

This General Services Contract (this “Contract”) is between:

Bend Park and Recreation District (the “District”), an Oregon special district

799 SW Columbia Street

Bend, OR 97702

<insert first and last name> (“District Representative”)

<insert phone number>, <insert email address> and

<insert contractor name> (the “Contractor”)

<street address>

<city, state zip code>

<insert first and last name> (“Contractor Representative”)

<insert phone number>, <insert email address>

For the mutual exchange of promises contained in this Contract, and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, District and Contractor agree as follows:

Article 1

SERVICES SPECIFIC PROVISIONS

1.1 Services

This Contract is based upon the following initial information and assumptions and as further described in the Statement of Work (see section <XX>) (the “Services”):

(a) Description of the Services: <insert a brief description of the Services>.

(b) Services locations: <insert street address, taxlot, or other unique project location identifier(s), or reference to the Statement of Work, or an attachment>

ATTACHMENT D

GENERAL SERVICES CONTRACT

Template 12.02.2022

(c) Services schedule: Contractor shall commence providing the services on <Month DD, YYYY, or upon the District’s written notice to proceed> through <Month DD, YYYY><, as more particularly described in the Statement of Work (see section <XX>)>.

1.2 Contract Term

This Contract shall be effective upon the Effective Date and the term shall continue though

<Month DD, YYYY>.

1.3 Contract Price

<Contractor will be compensated at the rates and/or unit prices described in the attached

Contractor’s <quote/bid/proposal> (see section 1.4), but in no event will total compensation under this Contract exceed <$XX,XXX.XX> (the “Contract Price”). / or Contractor’s total compensation for successful fulfillment of the Services and completion of the project shall not exceed <$XX,XXX.XX> (the “Contract Price”)<, as more particularly described in the attached

Contractor’s <quote/proposal> (see section 1.4)>.

1.4 Contract Documents

For purposes of this Contract, the “Contract Documents” consist of the following documents listed in order of precedence for the purpose of determining conflicting provisions in the

Contract Documents except that in the event of overlap or inconsistency between the terms of the Contract Documents, the term that provides a better quality or quantity of service to the

District shall control. To the extent that any terms of a Contractor’s document conflicts with terms of this Contract, such terms are void and are expressly and wholly subject to the terms of this Contract.

(1) This Contract;

(2) <Contractor’s <quote/proposal> attached as Exhibit A; and>

(3) <<insert document name> attached as Exhibit B.>

Article 2

STATEMENT OF WORK

2.1 Scope of Work

Contractor shall supply all labor, training, certifications, materials, equipment, incidentals, transportation, and other services necessary for proper execution and completion of the

Services, whether temporary or permanent, and whether or not incorporated or to be incorporated in the Services.

2.2 <Equipment and Supplies

Contractor shall not have use of District equipment, material, or supplies unless specified as follows, if any:>

2.3 <insert title>

<insert statement of work>

Article 3

TERMS AND CONDITIONS

3.1 Contractor’s Qualifications

Contractor shall use qualified, experienced, and where applicable, certified, or licensed personnel in providing the Services and performing Contractor’s obligations under this Contract.

Contractor represents and warrants that it has the necessary qualifications and experience to provide the Services. When required by the District, at the District’s sole discretion, Contractor shall perform background checks on all personnel. Background checks must conform to the

District’s then-current requirements.

3.2 Subcontractors

By written agreement, Contractor shall require all subcontractors, if any, to agree to be bound by and adhere to the terms and conditions of this Contract, including, but not limited to, providing Contractor proof of insurance coverages at least equal to the minimum insurance requirements required by this Contract.

3.3 Compliance with Applicable Law

Throughout the term of this Contract, Contractor shall comply with all laws, rules, codes, regulations, policies, and applicable requirements imposed by governmental authorities having jurisdiction over the Services, including, without limitation, Oregon Revised Statutes (“ORS”)

279B.045, 279B.220, 279B.230, 279B.235(1)(b) - (c), and 279B.235(2) - (3).

3.4 Non-Discrimination

Contractor shall comply with all applicable requirements of federal and state civil rights law and rehabilitation statutes and shall not discriminate based on race; color; gender; age; religion;

ancestry, national origin; U.S. military veteran status; marital status; sexual orientation;

disability; medical condition; source of income; or political affiliation in programs, activities, services, benefits, or employment in connection with this Contract.

3.5 Payment Terms

Unless otherwise agreed upon by the parties in writing, payments shall be made monthly in proportion to the Services performed. The District shall pay Contractor within 30 days after receipt of a properly itemized and accurate invoice with supporting documentation. Any progress payments issued by the District shall not be considered acceptance or approval of any completed Services or waiver of any defects therein.

(1) Contractor shall not submit, and the District shall not be liable for: (1) any invoice(s) that exceed the Contract Price, and (2) any charge that exceeds the unit prices or other rates agreed upon in section 1.3.

3.6 Ownership of Work Product

All work product of Contractor that results from this Contract is the exclusive property of the

District. Contractor hereby irrevocably assigns to the District all of its right, title, and interest in and to any and all of the work product, whether arising from copyright, patent, trademark, trade secret, or any other state or federal intellectual property law or doctrine. Contractor waives any and all rights relating to the work product including any and all rights arising under Title 17 USC

§106A or any other rights of identification of authorship or rights of approval, restriction, or limitation on use or modifications.

3.7 Indemnification and Hold Harmless

To the maximum extent permitted by law, Contractor agrees to indemnify, release, defend and hold harmless District, and its officers, agents, employees, contractors, and sponsors, from and against all claims, suits, actions, losses, damages, liabilities, costs, and expenses of any kind, for harm, injury, or death to Contractor or any other person, or for damage to or theft of property which may arise directly or indirectly from Contractor’s performance under this Contract and, in case of such harm, injury, or death, Contractor waives any and all claims against District, and its officers, agents, employees, contractors, and sponsors.

3.8 Insurance

(a) Insurance Coverages. Contractor shall obtain and maintain throughout the term of this Contract, the following insurance coverages:

(1) General Liability. Commercial general liability insurance (occurrence form), including coverage for bodily injury, property damage, independent contractors, contractual liability (covering Contractor’s indemnification obligations under this Contract), personal injury, products and completed operations, with limits of not less than $2,000,000 per occurrence and $4,000,000 in the aggregate. Contractor’s liability insurance shall be primary and will not seek contribution from any insurance or self-insurance maintained by the District.

(2) Auto Liability. Applicable to any automobile assigned to or used in the performance of the Services, whether owned, hired, or non-owned, with a limit of liability of not less than $1,000,000 combined single limit per accident.

(3) Workers’ Compensation. Statutory Limits. Contractor shall comply with ORS 656.017, unless exempt under ORS 656.126, which requires subject employers to provide Oregon workers’ compensation coverage for all their subject workers including employers’ liability coverage with limits not less than $500,000. No workers’ compensation insurance has been or will be obtained by the District for Contractor or Contractor’s employees and subcontractors.

(b) Additional Insured. Contractor shall name the District, its officers, employees, and agents as additional insureds on all liability policies other than workers’ compensation policies.

(c) Notice. There shall be no cancellation, material change, potential exhaustion of aggregate limits, or non-renewal of insurance coverage(s) without 30-days written notice from Contractor, or

Contractor’s insurer(s), to District. Any failure to comply with the reporting provisions of this clause shall constitute a material breach of this Contract and shall be grounds for immediate termination of this Contract by District.

(d) Contractor shall, within five days after execution of this Contract and prior to commencement of any Services, furnish the District with original certificates of insurance, including the additional insured and all required amendatory endorsements (or copies of…