Scope_of_Work.pdf

Request for Proposal – Professional Services #RFP 26-FMD-024 Title: Security Systems Design, Installation, and Maintenance

SCOPE OF WORK:

1. PURPOSE:

The City of Phoenix (“City”) Public Works Department requires services from a contractor to provide design, installation, upgrades, preventative maintenance, repair or replacement of various types of specialized building systems that are standalone or are network based, that may be monitored by the City’s Central Monitoring Station (CMS).

2. BACKGROUND:

2.1 The Public Works Department, Security Systems Management Division, is responsible for security systems consisting of over 800 card access points, intrusion detection systems, and Closed-Circuit Television systems servicing approximately 22 City departments and over 600 facilities as well as all systems within the CMS. Other City departments may also utilize the resulting contract.

2.2 Work completed under the awarded contracts may include performing simultaneous projects and systems maintenance at multiple sites, with locations throughout the Phoenix Metropolitan area; from the Verde River (Salt River Indian Reservation) on the East side, to SR85 near Buckeye on the West side and from Anthem on the North side, down to Pecos Road on the South side. Services or licenses may be requested from other City departments including the Phoenix Convention Center and Aviation. This work can occur anytime in a twenty-four (24) hour day, any day of the week, year-round. Contractor is advised that any failure or negligence by Contract Workers in performing day to day operations, maintenance or replacement of critical systems may result in significant liability to the building, its occupants, and systems.

As such, the City requires that Contractor employ 'best practices' in carrying out its duties and obligations.

3. WORK REQUIREMENTS:

3.1 It is the City’s intent to award multiple contracts and may make more than one award for each Group if determined to be in the best interest of the City. A written authorization (Work Order) from an authorized Public Works, Security Systems Management Division Manager, or other designee will be issued prior to commencement of each service. Work Orders will be sent via e-mail. Work Orders assigned after normal business hours will be communicated via a telephone call to Contractor with a written Work Order issued the first business day following the request.

3.2 A City of Phoenix Project Proposal Form (Exhibit F) must be submitted for all new and/or upgraded system projects. Written proposals may be requested from several Contractors for new construction when a specific system type has not been specified and site assessment cost/project budget is a determining factor.

Project Proposals will include a project schedule and are to include a start date, prints (24 x 36), Bill of Materials, a scope of work, project schedule completion phases, milestone dates (payments) and a projected completion date. Preventative Maintenance Checklist (Exhibits B - E & G - examples) shall be submitted with each Preventative Maintenance Invoice. The Security Systems Management Division will provide official forms to selected Contractor(s) upon award.

4. GENERAL REQUIREMENTS:

4.1 Contractor shall maintain adequate and competent staff of qualified personnel and technical support, as may be determined by the City, throughout the performance of this Contract to ensure acceptable and timely completion of the scope of services as detailed herein. If the City objects, with reasonable cause, to any of the Contractor’s staff, Contractor shall take prompt and corrective action acceptable to the City and, if required, remove such personnel from the project and replace with new personnel agreed to by the City.

4.2 Prior to the start of any work under this Contract, Contractor shall submit to the City detailed resumes of key personnel that will be involved in performing services prescribed in the Contract. Should the Contractor desire to change key personnel while performing under the Contract, the Contractor shall submit the qualifications and certifications of the new personnel to the City for prior approval and shall schedule and conduct a new employee orientation with the Security Systems Management Division Manager within fifteen

(15) days of hire, or sooner if Contractor wishes to use the services of the new employee on any City project. Contractor shall notify the City within twenty-four (24) hours of hire if an employee will be performing services to the City under this contract. Key personnel shall include, but are not limited to, principals-in-charge, project managers, and a Lead Service Technician.

4.3 A high level of customer service and professionalism is a priority for the City. Contractor and Contract Workers shall provide services in a professional, business-like and efficient manner providing the highest level of assistance, service and courtesy to patrons of the facility. Complaints must be responded to quickly and the City’s Security Systems Management Division Manager must be informed of all customer issues and resolutions immediately. All project communications shall be through the Security Systems Management Division Manager.

4.4 The City enforces a drug-free workplace policy. In addition, the City is committed to maintaining a workplace that is free from violence, threats of violence, or harassment of any type. Profanity is not permitted. Contractor agrees that these policies will be enforced and communicated to all their staff working at City facilities. The City reserves the right to remove any contact worker from City facilities if such contract worker is in violation of these standards. Repeated violations may be cause for Contract cancellation.

4.5 Contractor is responsible for the appearance of its workers. Workers must be neat and professional in their appearance. Apparel must be appropriate for the workplace. No shorts or baggy trousers are allowed.

Khakis, jeans, and polo shirts are appropriate. Faded and/or torn jeans are not permitted.

4.6 Contractor is responsible for qualifications of its employees and providing training for their employees on any equipment used. Contractor shall verify that their employees are qualified to use the equipment per Occupational Safety and Health Administration (OSHA) requirements.

4.7 Contractor shall plan to finish up all invoicing in May that is due and payable by the City’s fiscal year end on June 30. Invoicing that is not provided by the deadline, may result in late payment to the Contractor.

5. MEETINGS AND UPDATES:

5.1 Contractor and the Security Systems Management Division Manager will meet on a quarterly basis, or as often as necessary, to review progress on the current workload and to review expectations and accomplishments. This will provide the opportunity to review issues and take corrective measures to ensure quality of work performance is met and deadlines are achieved.

5.2 Contractor shall provide the Security Systems Management Division Manager with a weekly list of “open” jobs so the Security Systems Management Division Manager can review the projects/work orders that are still ongoing. This list shall include all projects/work orders closed during the previous week.

Contractor shall provide Gant charts in copyright © 2014 MS Project or copyright © 2014 SmartDraw providing the Security Systems Management Division Manager with current status on open projects/work orders. These Gant charts may be submitted to the Security Systems Management Division Manager in PDF format.

6. TECH NOTES:

Tech notes are required to be provided with all invoices. They must be detailed so the Security Systems Management Division Manager and the City customer can understand what issues were found, circumstances leading up to issue(s), how issue(s) were resolved, and all parts and labor involved to solve and complete the work according to Work Order instructions and customer needs. Invoices will not be paid until the Security Systems Management Division Manager and the City customer is satisfied that the tech notes are sufficient to explain invoice charges.

7. LIQUIDATED DAMAGES:

7.1 Services requested, and work performed under this contract are of the utmost importance to the City.

Contractor agrees that deadlines MUST be met and Contractor shall be held accountable for delays in the schedules agreed upon by the City and Contractor. When schedules are not met the safety of City staff and the public are at risk. It is the Contractor’s responsibility to determine, through communication with the Security Systems Management Division Manager and City department representatives, if there is a danger of missing scheduled deadlines. These deadlines can adversely affect multiple departments and personnel if not met.

7.2 If the Contractor fails to perform the services or deliver the supplies within the time specified in the project proposal, or any extension thereof, the actual damages to the City for the delay may be difficult or impossible to determine. Therefore, Liquidated Damages (LD) will be applied, per work order/project, as determined by the number of violations that occur/occurred within a continuous 90-day period.

7.2.1 For Security/Safety or Performance violations (within a continuous 90-day period) there shall be a $100.00 LD amount assessed, per day, for the first such violation. For the second such violation, the LD amount shall be $150.00 per day. For the third such violation, the LD amount shall be $200.00 per day.

These LDs will be assessed daily until the Security/Safety or Performance violation is rectified/resolved to the City’s satisfaction.

7.2.2 LD’s shall apply in all instances of violations, including but not limited to the following:

Security

No I.D. Badge or expired badge (badges are active for 2 years, then must be renewed and can only be renewed if working for same Contractor on same contract)

Falsification of documents Employee not cleared to work Not informed of New Employee within 24 Hours of hire (if to be used for City work under this contract)

Performance

Unsatisfactory workmanship Failure to complete work on scheduled/agreed completion date Failure to complete final site walks, programming, testing and to provide the

“CLOSEOUT PACKAGE” for the project in a timely manner as requested in SOW Failure of Contractor to immediately advise the Security Systems Management Division

Manager of services needed once diagnoses have been made at jobsite Failure to provide scheduled supervision No Show, Contractor staff and/or supervisor Insufficient employees to staff all positions to effectively perform required duties No Training or insufficient training Shortage of Supplies/Equipment (Stocked Parts, paragraph 18.3.4) Performance issues not corrected within twenty-four (24) hours of notification

7.2.3 For any violations beyond the third violation, per work order/project, Liquidated Damages in the amount of $500.00 will be assessed to the Contractor. At this time City will issue a written Cure Letter to

Contractor. If the issue continues and is not resolved within the time(s) indicated in the Cure Letter, City may terminate the contract.

7.2.4 Violations and Cure Letter correspondence/issue dates shall determine the Violation notice or Cure Letter start date. Notice shall be deemed received: (1) at the time it is personally served; (2) on the day it is sent via e-mail; (3) on the second day after its deposit with any commercial air courier or express delivery service; or (4) five business days after the Notice is deposited in the United States mail as provided above. Any time period stated in a Notice will be computed from the time the Notice is deemed received.

7.2.5 Notices sent by e-mail may also be sent by regular mail to the recipient identified in the letter. This requirement for duplicate Notice is not intended to change the effective date of the Notice sent by e-mail.

7.3 The City may terminate this contract in whole or part as provided in the "Default" provision. In that event, the Contractor shall be liable for such liquidated damages accruing until such time as the City may reasonably obtain delivery or performance of services and similar supplies. Notwithstanding the aforesaid, in all instances, the City reserves the right to terminate Contractor immediately upon learning of an unlawful act carried out by Contractor, or of a Contractor breach that puts any life or property in danger of damage or harm. The Contractor shall not be charged with liquidated damages when the delay arises out of causes beyond the control and without the fault or negligence of the Contractor.

8. PROJECT IMPLEMENTATION:

8.1 Proposed projects shall fully describe the proposed implementation plan, detailing all major milestones in the process. A proposed timeframe from notice to proceed through “go-live” should be developed as an integral part of projects quoted the City.

8.2 Delivery of all components (parts provided) shall be inclusive of any freight costs associated with delivery. The City will not pay any freight charges. Contractor shall notify the City seven (7) days prior to making delivery on any equipment.

8.3 Contractor shall provide a list of components/parts they intend to install before installation. City shall make final determination for acceptance of these materials.

8.4 Contractor will be responsible for installation and testing of all equipment.

8.5 Contractor shall recognize that installation must be conducted in a method that minimizes disruption to the City and the public.

8.6 Contractor MUST educate their technicians so they understand that it is imperative that they coordinate and communicate with the Security Systems Management Division Manager (first) so that the Security Systems Management Division Manager is aware of any situation that arises or issues they perceive upon arrival at any jobsite.

8.7 The Security Systems Management Division Manager needs to be aware so they have the opportunity to provide direction to the Contractor and the City customer. The City customer (at the jobsite) should not be receiving the information with the intention of having the City customer passing on the information to the Security Systems Management Division Manager. The Security Systems Management Division Manager will notify the City customer of the situation/diagnosis provided by the Contractor. Failure to immediately contact the Security Systems Management Division Manager upon assessment of the situation (equipment failure or problem) is Performance related under Liquidated Damages.

9. REPAIR WARRANTIES:

Contractor shall list on the invoice/service ticket the brand name and part/model number of all parts used.

All repairs (parts and labor) are to be warranted for a minimum of ninety (90) calendar days from the date of repair. If the same item must be repaired again for any failure during the warranty period, the follow-up service will be performed at no cost to the City and will start a new ninety (90) calendar day (parts and labor) warranty period starting from the date of “in-service” installation. Parts that carry a standard warranty that exceeds ninety (90) days shall be honored by the Contractor. All manufacturers’ warranties greater than ninety (90) days shall be extended to the City.

10. FREIGHT CHARGES:

Freight charges are not allowed on any item provided during the term of this contract. All transportation, freight, fuel, packaging or processing charges shall be included in Contractor’s labor cost and/or cost of the material(s) provided on the Stock Parts list, manufacturers catalogs, or any other means by which commodities are obtained.

11. RENTAL EQUIPMENT:

Rental equipment shall be invoiced at Contractor’s invoiced price. No markup for any reason is allowed.

Contractor must provide a copy of the rental invoice for reimbursement.

12. WORK HOURS:

Regular work hours are Monday – Friday, 6:30 a.m. - 5:30 p.m., City holidays excluded. Premium work hours are Monday – Friday, 5:31p.m. – 6:29a.m., the weekend, and City holidays.

13. LABOR RATES:

13.1 Labor rate will start upon arrival at the job site and end upon completion of work that day at the job site.

The City will not accept charges for portal-to-portal rates or additional charges for service calls. The City shall not pay for standby time unless authorized by the City. An authorized City representative must approve the use of multiple service people before the work is started. A team/crew list must be provided to the Security Systems Management Division Manager and updated with any changes. Labor shall be chargeable in fifteen (15) minute increments.

13.2 Labor rates must include all costs for trucks, freight/shipping/postage, tools, administration, permits, transportation, profit, meals, lodging, overhead, administration and the miscellaneous fees identified in paragraph 2.8.19. These costs must be included in the pricing provided. Premium rates must be approved by an authorized City representative prior to commencement.

14. CONTRACTOR PROVIDED TRAINING:

14.1 Contractor will be responsible for implementing a training program onsite for City staff upon request.

Project proposals shall provide a detailed schedule and course outline for the necessary training of the designated individuals on the proposed software or hardware installed. Contractor shall assume that up to ten (10) individuals will participate in the training. Contractor shall identify the training course content, the number of courses provided, the length of the training session, and indicate when the training should be provided in the context of the overall implementation time schedule. Qualifications of the staff providing the training shall be included with training.

14.2 Training materials shall be developed electronically and submitted to the City as deliverables. Any customization to software shall be included in all training and help materials.

14.3 The City requires the following minimum training:

User training on all installed devices, and system(s) operation Administrator training to troubleshoot devices, administer system(s) etc.

How to override/adjust system Training on protocol/process if system is down

15. ONGOING SUPPORT:

15.1 Contractor shall provide ongoing support once a system has been fully implemented. Ongoing support will include, but not be limited to the following:

Support for device installation and replacement Business continuity and disaster recovery Additional training beyond what was provided during system implementation Enhancement to systems due to new requirements Enhancements to reporting systems due to new requirements

15.2 Ongoing support costs (fixed price or time and materials) warranties (hardware and software) and services available to the City should be fully described in project proposals.

16. SERVICE RESPONSE TIMES:

16.1 The City prefers Contractor’s response to service needs as opposed to returning the equipment to the manufacturer. The nature of repairs which generally require equipment returns to the manufacturer, and anticipated turn-around times for such repairs, shall be specified in each project proposal from Contractor.

Contractor will be responsible for making all necessary adjustments to Contractor supplied hardware and software, at no expense to the City, for a period of one hundred eighty (180) days from the date of installation unless such adjustments are necessitated due to misuse by City staff.

Contractor shall guarantee the availability of parts, labor, service and support for all items included in project proposals for a period of not less than three (3) years from date of “in-service” installation.

16.2 Repair/Warranty

In the event of a loss of any individual component that may be masked or secured by other means, the Contractor, after receiving a work order notification from the Security Systems Management Division Manager or designated representative, will respond by telephone to the Security Systems Management Division Manager or designated representative within four (4) hours. On-site response (physical presence) will be within forty-eight (48) hours. Repairs will be completed within three (3) working days of notification.

16.3 Emergency Corrective Service

In the event of a complete loss of service on any or all exterior doors, vehicle or pedestrian gates, etc., or the complete loss of alarm point monitoring, or the loss of Audio/Video surveillance at any site or a combination of these; the Contractor will respond by telephone to the Security Systems Management Division Manager or designated representative within 30 minutes of receiving the initial Emergency Services request. An on-site response (physical presence) will be required within four (4) hours of the notification and repairs will be completed within twenty-four (24) hours of initial notification unless otherwise agreed upon by the City and the Contractor at the time of notification. Such agreements will be followed with supporting documentation. Contractor must be available and prepared to respond and perform services under this contract twenty-four (24) hours a day, seven (7) days a week, three-hundred and sixty-five (365/6) days per year.

16.4 Preventative Maintenance (PM) Services

PM is to occur per schedules established by the Security Systems Management Division Manager, City of Phoenix Code, and recommended industry standards. Contractor will be responsible for coordinating and scheduling work with all City customers, CMS, and the Security Systems Management Division Manager, as required. Scheduling must be completed within seven (7) days of work order receipt.

16.5 Emergency

Contractor to be dispatched and onsite within one (1) hour and resolved within four (4) hours, or the same day, depending on equipment and the type of repairs required. If an evaluation determines the service required is unable to be completed due to equipment and the type of repairs required, Contractor must notify the Security Systems Management Division Manager immediately to make alternative arrangements.

16.6 Same Day

Contractor to be dispatched and onsite within four (4) hours and resolved the same day. If an evaluation determines the service required is unable to be completed due to equipment and the type of repairs required, Contractor must notify the Security Systems Management Division Manager immediately to make alternative arrangements.

16.7 Routine

Contractor to be dispatched within eight (8) hours. If evaluation determines the service required is unable to be completed due to equipment and the type of repairs required, Contractor must notify the Security Systems Management Division Manager immediately, to make alternative arrangements within twenty-four

(24) hours and completed within one (1) week.

16.8 Callback

If the Contractor is called back for the same failure, Contractor must respond the same day onsite for the repair at no labor cost to the City.

16.9 The City reserves the right to award the work to another Contractor if the work is time-sensitive and the Contractor cannot meet the deadline for starting or properly/timely completing the work/project within the City’s required timeframe. Liquidated Damages may be enforced.

17. PREVENTATIVE MAINTENANCE:

Preventative Maintenance (PM) work orders reflect a geographic alphabetical scheme that was developed to improve dispatch times, customer service delivery, and response times from the Contractor.

PM’s must be dispatched within two (2) weeks after received from the Security Systems Management Division Manager.

PM’s must be completed no later than one (1) month after received from the Security Systems Management Division Manager.

Contractor shall schedule within forty-eight (48) hours. Contractor must provide technician notes and inspections documentation to the Security Systems Management Division Manager no later than three (3) business days of the completed PM. Invoices will not be paid without DETAILED and COMPLETE tech notes.

Contractor must forward all billing documentation to invoices@phoenix.gov, the PWD Security Systems Management Division, to Javier Perez Sr., Javier.perez3@phoenix.gov and Katherine Severance, Katherine.severance@phoenix.gov.

Following completion of all PM’s Contractor must provide an updated CAD drawing of the system. Prior to work, the Security Systems Management Division Manager can provide the latest drawing if Contractor does not have one or if it is determined that the City copy is newer.

18. PROJECTS AND SERVICES:

18.1 Site assessments must be conducted with the Security Systems Management Division Manager. The Contractor must develop a Scope of Work, AutoCAD/DWG drawings and Project Proposal Form, (see Exhibits A and F) for all projects that do not require a federal grant bid/solicitation process. It is the Contractor’s responsibility to be prepared and equipped for the assessments and to bring the necessary equipment, tools, etc. to complete the work as soon as possible. The Security Systems Management Division Managers expectation is that the scope of work is captured during the site assessments and a 100% turn-key solution is developed and provided. This turn-key solution should include labor hours and line items that involve clean up and removal of existing equipment already in place. Time is of the essence for services.

18.2 Group I – Security System Design

New Construction, Systems Upgrades, and Additions

18.2.1 The type and extent of installations for new buildings and/or sites is determined during the design process. The Contractor may be called upon to participate in the design process and asked to make recommendations to the City. The Contractor may be called upon to provide plans and specifications for the purpose of obtaining a building permit. Permit drawings must follow the City’s Annual Facilities Permit (AFP) process for permitting drawings for Specialized Systems. All new installations and/or additions to existing systems must be permitted for Electrical, Structural and Fire disciplines. On new construction the Contractor may be called upon to coordinate work with the General Contractor’s schedule to complete all the rough and trim work to provide a working system at the time of the General Contractor’s receiving the Certificate of Occupancy. The Contractor will coordinate all work with site and project personnel so as to minimize any impact on the day-to-day operations of the site. The Contractor will ensure that the site is secure while the work is progressing. The Contractor may be required to schedule work at times other than the regular work hours of the site, however, this work will bill at the standard rate agreed upon.

18.2.1.1 System Integration

The Contractor must provide the on-site technical expertise to support the integration of all system components, final turn-up, field programming and administration of the systems to ensure all related systems and subsystems communicate and function seamlessly together. Contractor must not deviate from City standards provided by the Security Systems Management Division Manager for the design and installation of Specialized Systems.

Access Control (ACS) – Software House

On-site technical expertise will consist of a minimum of one technical staff member who is a full-time employee of an approved and certified Software House Strategic Partner. This technical representative shall have completed a minimum of forty (40) hours of factory authorized training and have received a passing technical certification in all hardware and software related to the Software House. This level of integration between ACS and other systems noted below should be accomplished using infrastructure and standard acceptable practices in the Information Technology (IT) industry including use of Internet Protocol (IP) local and wide area networks (LAN/WAN), City Standard Operating Systems (OS), Databases and Applications. The Contractor may provide the on-site technical expertise to monitor, maintain and upgrade as required all systems applications, operating and database software currently in use by the City and be able to recommend upgrades and add-ons required to keep the systems functioning at 99.9% up-time.

Intrusion Detection and Panic/Holdup Systems (IDS) – Honeywell Ademco MAS Mastermind On-site technical expertise will consist of a minimum of one technical staff member who is a fulltime employee of an approved Honeywell/Ademco Integrator. This technical representative shall have completed the factory authorized training and have received a passing technical certification in all hardware and software related to the Honeywell/Ademco IDS and the MAS Mastermind IDS and Fire Monitoring Systems. This level of integration between the Ademco IDS field components, MAS Mastermind head-end systems, Access Control Systems noted above and Audio/Video Surveillance systems noted below should be accomplished using infrastructure and standard acceptable practices in the Information Technology (IT) industry including use of Internet Protocol (IP) local and wide area networks (LAN/WAN), City Standard Operating Systems (OS), Databases and Applications. The Contractor may provide the on-site technical expertise to monitor, maintain and upgrade as required all systems applications, operating and database software currently in use by the City and be able to recommend upgrades and add-ons required to keep the systems functioning at 99.9% up-time.

Audio and Video Surveillance Systems (CCTV and IP Based) – Milestone, Stenofone, and Axis Systems On-site technical expertise will consist of a minimum of one technical staff member who is a full-time employee of an approved and certified Milestone, Stenofone and Axis systems integrator, depending on the project. This technical representative shall have completed the factory authorized training and have received a passing technical certification in all hardware and software related to the Honeywell and Firetide, and/or OnSSI systems. This level of integration between the Audio/Video Surveillance and other systems noted above should be accomplished using infrastructure and standard acceptable practices in the Information Technology (IT) industry including use of Internet Protocol (IP) local and wide area networks (LAN/WAN), City Standard Operating Systems (OS), Databases and Applications. The Contractor may provide the on-site technical expertise to monitor, maintain and upgrade as required all systems applications, operating and database software currently in use by the City and be able to recommend upgrades and add-ons required to keep the systems functioning at 99.9% up-time.

18.2.1.2 Warranty

All equipment supplied and/or installed under this scope shall be approved and comply with all UL listing and approvals for intended system applications, all applicable codes and ordinances of Federal, State, and Local authorities having jurisdiction. Materials, equipment, and labor warranties will be for a minimum period of one (1) year, and shall include all materials, freight/shipping costs, labor and travel cost to site, installed and tested.

18.2.1.3 Closeout Packages

At the completion of each project, Contractor MUST submit, at a minimum:

Specification Sheets and Manuals for every installed device including As-Builts:

o Zone IDS Lists/ Port Schedules ACS o Names of Technicians assigned to the Project o Line Prints / End to End / Visio / AutoCAD, Inventory Tracking Spreadsheet, Warranty Tracking Spreadsheet, Serial #’s, make and models List of Permits obtained, if applicable See Exhibit A for DWG (AutoCAD) example that needs submitted Tech notes with invoice (payment will be withheld until tech notes are received and complete) A final walk-through has been completed with the Security Systems Management Division

Manager and all tests have been completed. Programming by the City needs to take place after many of the installations so it is imperative that the Security Systems Management Division Manager be notified immediately upon completion so other internal processes can be performed.

18.3 Group II – Security Systems Maintenance and Service

18.3.1 Service is divided into separate categories with separate response times. Contractor must be available and prepared to respond to service calls, within the time frames as described in each category.

Contractor shall maintain designated teams to handle all service-related calls (emergency service, routine service and preventative maintenance) as listed in Paragraph16, Service Response Times.

18.3.2 Work Orders will be assigned to the Contractor via e-mail, fax or telephone. Contractor will be responsible for completing the task list identified on the City Work Orders. Contractor shall communicate findings and recommendations to the Security Systems Management Division Manager via e-mail, fax, or hand delivered written documentation within one (1) business day of inspection completion. Any security related findings shall be immediately corrected while at the site/facility. If unable to correct and/or resolve the issues, contact the Security Systems Management Division Manager immediately, before leaving work site, for direction.

18.3.3 The Contractor has authority to procure hardware/equipment/parts that are necessary to complete service work and preventative maintenance where the cost is less than $1,000.00) without needing prior approval from the Security Systems Management Division Manager, but will need to advise the Security Systems Management Division Manager of the parts they are replacing beforehand. Contractor is required to submit copies of the purchase invoice for reimbursement of any parts used.

18.3.4 Contractor shall stock in their warehouse or keep locally available via their Suppliers and immediately available, the following STOCK PARTS:

Item No.

Part Number Quantity Description

1 IStar Ultra G2 GCM 1 Software House

2 IStar Ultra G2 ACM 1 Software House

3 FP3521A

Indala Arch Flexpass proximity reader, wall switch mount, COP Format

4 PS873-2 1 Von Duprin EI power supply

5 RX2860 10G 71 L/R LLX 26D 1R 1L Sargent Lever Lock with built in rex and 24V

6 ETH10W4.5x4.5 1 Sargent TA2714 10 wire electric hinge

7 LV8RS

Base Electronics 8 channel power distribution module

8 1 POLE FUSE 8 Base Electronics 1 pole fuse

9 2 POLE FUSE 8 Base Electronics 2 pole fuse

10 1 AMP FUSE 8 Base 1 amp fuse

11 RH2BU 1 IDEC control relay

12 RH1BU 8 IDEC Midget relay

13 OLS-250 1 Altronix 24VDC power supply

14 OLS 200 1 Altronix 12 VDC power supply

15 PD-8 1 Altronix 8 channel power distribution board

16 ADI-788-12, 1 Securitron 12"x3/8" Armored Door Cord (less wire)

17 2507AD-L

GE Aluminum housing armored cable contact, DPDT, wide gap

18 1076CN-10pkg

GE Recessed steel door mount contact, 3/4" diameter, DPDT, White

19 IM-1270 4 12Volt 7AH battery

20 Vista-128BP 1 Ademco Honeywell Burglar Commercial Panel

21 6160 2 Ademco Custom Alpha Keypad

22 4208SN 1 Ademco 8 Zone expander

23 SSX-51S 1 Amdeco Armored Siren/Siren Strobe Blue

24 OP-DX 40 1 OPTEX PIR Microwave Combination Detector

25 OP-DX 60 1 OPTEX PIR Microwave Combination Detector

26 2707AD-L 1 High Security Contacts w/Armored Cable DPDT

27 FG 730 1 Honeywell Glassbreak Detector with Tamper

28 2507AD-L

GE Aluminum Housing Armored Cable Contact, DPDT, Wide Gap

29 2204AU-L

GE SPST Overhead Door Floor Mount Contact w/Universal Magnet

30 268 1 Honeywell dual tech panic button

31 5881ENHC 1 Ademco wireless receiver

32 XF-1640 1 Amseco Class II Transformer

33 T1656 1 Open Frame Transformer 16VAC/56VA 3.5amp

34 N/A 1000ft 16/2 Unshielded Stranded Plenum

35 N/A 1000ft 18/8 Shielded Stranded Plenum

36 N/A 1000ft 22/4 Shielded Stranded Plenum

37 N/A 1000ft 18/2 Unshielded Stranded Plenum

38 N/A 1000ft 18/4 Unshielded Stranded Plenum

39 N/A 1000ft 22/4 Shielded Stranded Plenum

40 N/A 1000ft 22/4 Unshielded Stranded Plenum

41 N/A 1000ft 18/8 OAS direct burial

42 N/A 1000ft 22/6 Unshielded Stranded Plenum

43 N/A 1000ft CAT6e Plenum

44 N/A 1000ft 12/2 stranded plenum

45 N/A 1000ft RG59 PVC 95%

46 N/A 1000ft 12/2 Unshielded Stranded Plenum

47 N/A 1000ft 18/4 Direct Burial Unshielded Stranded

48 N/A 1000ft 16/2 Direct Burial Unshielded Stranded

49 N/A 1000ft 16/4 Unshielded Stranded Plenum

50 CAT32AFAB3 25 J Hook 2" with bracket

18.4 Group III – Preventative Maintenance Services

The following types of Preventative Maintenance Services will be required:

18.4.1 Annual Burglar Alarm System (IDS) Inspections

Security Systems Management Division Manager will provide Zone Lists and other associated documentation necessary for the Contractor to complete inspections. Contractor will schedule work order and coordinate the work by City Department, geographical locations and any other similarities to ensure that the work is completed efficiently and effectively.

Contractor will work with the City liaison to schedule inspection dates and to notify the customer of the scheduled PM inspection date. Contractor will have their on-site technician contact the Central Monitoring Station (CMS) staff at (602) 534-8000 to inform them that they are on-site to perform the PM Service.

18.4.1.1 Physical inspection will include the following:

Check battery backups and/or Uninterruptible Power Supply (UPS) and replace if applicable.

Check all system devices per the Zone List provided.

Test all devices including wireless devices for alarm generation to the CMS and loop supervision.

Document the name of the contact person in the CMS office.

Test all Motion Devices from the furthest coverage point to ensure when testing all alarm activations are received.

Evaluate the system/panel for end of system life. Report via phone call to the Security Systems

Management Division Manager all End of Life (EOL) equipment devices.

Inform the Security Systems Management Division Manager or designated representative via phone call of any system/panel/device upgrade recommendations, if appropriate.

Complete an inspection log and document any EOL equipment and any internal programming issues.

Complete site electronic drawings in (AutoCAD 2010) and note all devices (include any changes, upgrades, and/or deletions).

Notify the site representative and the CMS staff upon completion of inspection services.

Submit a detailed and comprehensive inspection report via email to the Security Systems

Management Division Manager including recommendations, EOL equipment, electronic drawings, inspection logs and dates. If there are any action items that need to be addressed in the comprehensive inspection report, the email subject line must be titled “Red Flag”. The Contractor will alert the Security Systems Management Division Manager that action is required.

18.4.2 Panic Buttons

Contractor will be required to perform inspections on a monthly, quarterly or annual basis, as required.

Zone lists and other associated documentation necessary to complete the inspections will be provided.

Contractor will have their on-site technician contact the Central Monitoring Station (CMS) staff at (602) 534- 8000 to inform them that they are on site to perform the PM Service.

18.4.2.1 Physical Inspection will include the following:

Check wires and connectivity.

Reset panic buttons (if applicable).

Validate descriptor names for panic button zones.

Test all devices including wireless devices for alarm generation to the CMS.

Document the name of the contact person in the CMS office.

Evaluate the system/panel for end of system life. Report via phone call to the Security Systems

Management Division Manager all End Of Life (EOL) equipment devices Complete an inspection log and document any EOL equipment and internal programming issues.

Complete or update site electronic drawings (AutoCAD 2010) and note all panic buttons (including any changes, updates, and/or deletions).

Notify the site representative and CMS staff upon completion of the inspection services.

Submit a detailed and comprehensive inspection report including recommendations, EOL equipment, electronic drawings, inspection logs and dates. If there are any action items that need to be addressed in the comprehensive inspection report, the email subject line must be titled “Red Flag”. The Contractor will alert the Security Systems Management Division Manager that action is required.

Replace batteries in all wireless devices.

18.4.3 Quarterly/Annual DVR/NVR/CCTV/Inspections

Contractor will test and inspect all cameras and associated hardware reporting back to the CMS.

Monitoring positions and locations should be verified with CMS staff. Contractor will use the following checklist to conduct PM inspections.

18.4.3.1 SYSTEM

Check for installed hardware vs. as-builts, update as-build prints and send updated CAD prints to the Security Systems Management Division Manager for archive.

Provide a report on the condition of the installation, if required.

Provide basic instruction and training, as necessary.

Check video data connections between all control equipment and re-terminate and crimp, as required.

18.4.3.2 CAMERAS & DOMES

Check for stable, quality installation of the camera and housing.

Check all housing mechanical locking hardware for proper operation; lubricate, as necessary.

Verify proper operation of housing tamper switch operation, if applicable.

Check all conduit, RJ45 & power connections at camera and power supply.

Clean domes, interior and exterior. Blow out all dust and debris, clean housing lens inside and out, confirm no moisture is present.

Check fan operation and cooling of both housing and PTZ camera fans.

Dome or housing air filters clean or replace as needed.

Verify CCTV power supply output for proper operation, and/or excessive heat.

Check all functions PTZ (Up, Down, Left, Right, Zoom In, Zoom Out, Iris Open, Iris Close, Focus

Near, Focus Far).

Audit of night picture, to be verified with NVR archival review. All night shots that are not viable must be focused with #5 neutral density glass in daylight or at night for optimal clarity.

Check for clear view, no trees or obstructions. Report any temporary obscuring of camera images, i.e. growing trees and/or bushes.

18.4.3.3 MATRIX

Audit CCTV rack, freestanding or wall for overall stability and installation quality.

Check time/date stamp and cross reference with DVR.

Verify all camera tilting is correct.

Verify all joystick and keyboard functions, PTZ (Up, Down, Left, Right, Zoom In, Zoom Out, Iris

Open, Iris Close, Focus Near, Focus Far).

18.4.3.4 MONITOR

Check for any software upgrades.

Check on-screen menu configurations, brightness contrast etc., for optimal picture quality.

Check for screen burn in.

Check freestanding, ceiling, or rack mounts to assure all fittings are secure.

Audit monitors for make, model, proper location and name to as-builts.

Clean all video display monitors with anti-static solution.

18.4.3.5 NETWORK VIDEO RECORDER

Synchronize Verify all camera tilting is correct.

Clean filters and fans, ensure all are working and free air is maintained through unit.

Check surge protection and/or UPS to verify proper operation under load test.

Check Niteck and all other IP Camera devices Check connections and all operations of PTZ functions (Up, Down, Left, Right, Zoom In, Zoom Out, Iris Open, Iris Close, Focus Near, Focus Far).

Check connectivity to CMS or applicable remote access.

Check for proper re-boot and start-up.

Verify Firmware version and document findings Check for all back-up capabilities including removal media (CD and flash drives).

Check for amount of video stored at medium frame recording rate.

Check DVR for manufacturer and model number against as-builts.

Log out upon departure.

18.4.3.6 RECOMMENDATIONS

Provide a current status of equipment.

Recommend immediate repair needs.

Provide a projected life span of components and propose upgrades, as needed.

Advise on the latest equipment available to improve the functionality of the installation.

18.4.4 Emergency Elevator Communications Testing

18.4.4.1 Contractor will schedule work order and coordinate the work by City Department, geographical locations and any other similarities to ensure that the work is completed efficiently and effectively.

Contractor will work with the City liaison to schedule inspection dates and to notify the customer of the scheduled PM inspection date.

18.4.4.2 Contractor will perform a test by activating the emergency device (pick up the phone or push the emergency button), identify your name, company name and purpose (PM), Perform test and assure connectivity with CMS.

18.4.4.3 Physical inspection will include the following:

Does the emergency call ring down to the CMS.

Verify the elevator cab phone number with CMS staff.

Verify location and directional descriptors with CMS staff.

Verify elevator cab number (if applicable).

Identify if connectivity is clear or if line has static (condition of audio).

Inspect call box and report findings (condition of equipment).

Inspect signage (include if signage is in Braille) and report findings.

Document the name of the person in the CMS office that was contacted.

Complete an inspection log and document any internal programming issues.

Notify the site representative and CMS staff once the inspection is completed.

Complete site electronic drawings (in AutoCAD 2010) and note all locations of all emergency communication box(s).

Provide the Security Systems Management Division Manager with a detailed and comprehensive report including any recommendations, electronic drawings package (see Exhibit A) as the final closeout, inspection logs, and completed inspection dates.

18.4.4.4 Service is divided into separate categories with separate response times as described in the Scope. Contractor must be available and prepared to respond to service calls within the time frames described in each category (Repair/Warranty; Emergency Corrective Action; Preventative Maintenance Services). Contractor must maintain designated teams to handle all service-related calls and will be held to all the performance standards as described in Group II.

18.4.5 Equipment

Contractor is responsible for providing all supplies, tools, test equipment and equipment transportation to provide all necessary services as described in this Scope of Work. Equipment includes, but is not limited to:

Batteries, Standard Hardware (wire, fittings, fasteners, mounting hardware, boxes, plates, etc.) Ladders, Scissor Lifts, Boom Lifts, and additional equipment that conform to the standards set forth herein.

19. SUBCONTRACTOR:

Nothing contained in the specifications will be construed as creating any contractual relationship between any Subcontractor and the City. Contractor will not subcontract or use any other party to perform services without prior written authorization from the Security Systems Management Division Manager. If approved by the Security Systems Management Division Manager, the Subcontractor must meet the same experience, insurance, security and City’s badging requirements and the cost for badging will be borne by the Contractor. It is the Contractor’s responsibility to verify this information for its Subcontractors and will provide information to the Security Systems Management Division Manager, if requested. Contractor’s use of a subcontractor or other party to perform services shall not relieve or release the Contractor from their duties, liabilities, or obligations under the contract. Subcontractor will be responsible for submitting their invoices to the Contractor.

20. CONTRACT MONITORING:

During the contract term, the City will conduct contract monitoring that will include evaluating Contractor performance and to ensure the delivery of goods and services are provided in accordance with the contract terms.