SWC_172_Usage_Instructions.docx

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SWC# 172 Security and Fire Protection Services Contract Information and Usage Instructions

Contract Period: This contract has a total five-year term beginning August 1, 2024. The initial term is four years with an optional one-year renewal.

Current Contract Expiry Date: July 31, 2028

Summary/Background Information:

The purpose of this constant compete contract is to provide fire, security, and life safety system services/products to the State and its Authorized Users in efforts of keeping facilities compliant with all applicable safety codes and regulations. This contract is open to Local Governments.

State Contract Administrator:

Lauryen Harris Category Specialist Central Procurement Office 615-361-4868 Lauryen.Harris@tn.gov

Contractor Contact Information:

A3 Communications Edison Contract Number: 83644 Gary Cail (Sr. Account Manager Tennessee/Mississippi) gcail@a3communications.com 901-651-1353

Everon, LLC (FKA ADT Commerical LLC) Edison Contract Number: NV83834 tn.gov.requests@everonsolutions.com (7:30 am-4:30 pm)

Convergint Technologies LLC Edison Contract Number: 83713 Services: tnswc172@convergint.com Billing: contractvehicles@convergint.com

Johnson Controls Fire Protection LP Edison Contract Number: 84823 Darron Ewing Hugh.ewing@jci.com 615-493-2974

Mobile Communications America Inc.

Edison Contract Number: 83739 Jamie Beadles (Operations Manager) jaimebeadles@callmc.com Mid-South Security Support mssecuritysupport@callmc.com

Stone Security Edison Contract Number: 83934 Services: Andy Schreyer (Vice President of Security Technology & Marketing) andy@stonesecurity.net Office: 877-888-0129 Cell: 801-647-5114 Billing: Kelli Lacerda AccountsReceivable@stonesecurity.net

Service Categories:

There are 16 categories covered under this contract. Suppliers’ names are listed next to each of their awarded categories below:

Category 1: Backflow Prevention System - Backflow prevention systems prevent contamination of the potable water distribution through infiltration of stagnant water or substances from industrial or fire protection piping. (Everon, Johnson Controls) Category 2: Sandpiper Inspections - For entities with existing standpipes and fire hose systems in-service to be tested annually. (Everon, Johnson Controls) Category 3: Automatic Fire Pumps - Automatic fire pumps boost water pressure for high hazard areas and where water demand exceeds available pressure. In the event of pump failure, a sprinkler system will not perform at the required levels established for adequate protection of a facility and its occupants. (Everon, Johnson Controls) Category 4: Fire Sprinkler Systems - Inspecting sprinkler systems to determine whether it is in service, and all components are in satisfactory condition in accordance with NFPA standards. (Everon, Johnson Controls) Category 5: Fire Detection – Fire Alarm Systems - Specifically for installed devices and equipment including, but not limited to, all smoke detectors, heat detectors, carbon monoxide detectors, flame detectors, water flow switches, pull stations, remote annunciators, horns, strobes, fuses, lamps, LEDs, control panels, control equipment, batteries, and wiring or cabling. (Everon, A3, Convergint, Johnson Controls) Category 6: Emergency Lighting - Identify any issues that could compromise the performance of mechanical and/or electronic components of the emergency lighting system (Everon, Johnson Controls) Category 7: Special Hazard Fire Suppression Systems - These systems protect aircraft, computer rooms, fuel pump islands, clean rooms, rare documents, telecommunications centers, power plants, tire storage facilities and many other high-values and/or high-hazard assets. Used where chemicals, flammables, equipment or processes require specialized fire suppression strategies (Everon, Johnson Controls) Category 8: Portable Fire Extinguisher Inspection - Portable extinguishers must be tested to be certain that they are charged and in proper working order, and suitably located according to their potential hazard environment. (Everon, Johnson Controls) Category 9: New Portable Fire Extinguishers - New portable fire extinguishers purchased under this contract must include all component hardware, charge, and propellant, have a minimum six-year factory warranty, meet UL, DOT, NFPA, OSHA, FEMA, etc. standards, be corrosion resistant, and have metal valve assemblies. (Everon, Johnson Controls) Category 10: Kitchen Fire Suppression Commercial Hood System - Kitchen fire suppression systems must be in peak working condition to ensure the safety of employees and patrons alike. Inspections must be performed in accordance with applicable standards, current codes and requirements for this equipment, including use of dry chemical extinguishing agents. (Everon, Johnson Controls) Category 11: Commercial Hood System Cleaning - In accordance with State EPP Policy, the cleaning products used for Commercial Hood Systems Cleaning should be in accord with the standards and recommendations of the United States Environmental Protection Agency EPP program, the Green Seal organization, and standards and practices specified by the U.S. Green Building Council. Hood cleaning products registered under NSF International are also acceptable. (Everon) Category 12: Access Control Systems - Access Control System (TACACS) is a centralized access control system that requires users to send an ID and static (reusable) password for authentication. TACACS uses UDP port 49 (and may also use TCP). Reusable passwords are a vulnerability: the improved TACACS+ provides better password protection by allowing multifactor authentication. (Everon, A3, Convergint, MCA, Stone Security, Johnson Controls) Category 13: Burglar Alarm Systems - The Burglar Alarm Systems category includes, but is not limited to the following services: System Monitoring, installation of new systems, replacing or upgrading of systems, removal of existing systems, maintenance and repair (including emergency repairs) of systems, integrating to existing systems as requested, providing and installing all related equipment and items that are needed to complete work, etc. (Everon, A3, Convergint, MCA, Stone Security, Johnson Controls) Category 14: Surveillance Services and Equipment - This category includes, but is not limited to the following services: All aspects of cloud-based and video surveillance systems, services, and equipment, installation of new systems, replacing or upgrading of systems, removal of existing systems, maintenance and repair (including emergency repairs) of systems, integrating to existing systems as requested, providing and installing all related equipment and items that are needed to complete work, etc. (Everon, A3, Convergint, MCA, Stone Security, Johnson Controls) Category 15: High Security Controls Systems - The High Security Control Systems category includes, but is not limited to the following services: Replacement or upgrade of systems, Testing, training, the DCS category custom-integrates HMI /SCADA operator interfaces with programmable logic controllers (PLCs), custom tailoring, programming, and configuring to remotely move and secure confined individuals in a specific detention, correctional, courts holding, mental health, or similar secure facilities, and maintenance and repair, including emergency repairs of systems. (Everon, A3, MCA, Johnson Controls) Category 16: Inspections & Monitoring – (1)The Fire Extinguishing System category includes inspections of new extinguishing systems, including: Pre-engineered systems and Engineered systems. (2) For Fire Sprinkler Systems, awarded vendors will be required to perform the following annual services: Inspect installed equipment, including alarm devices, sprinkler heads, pipes, insulation, line pressure, unusual wear/corrosion, hose connections, hose racks, fire department connections, and other equipment, provide condition analysis report for all equipment inspected, and ensure that systems are constantly operational. (3) For Fire Alarm/Protective Signaling Systems, awarded vendors will be required to perform the following semiannual/annual inspection services: Inspect installed equipment, including complete testing of all fire alarm initiating devices, supervisory devices, and notification appliances, Inspect fuses, lamps, LEDs, control equipment including all wiring, connections, and insulation, and provide agencies with a test report within 24 hours of completion, unless otherwise agreed upon in writing by both parties. (4) For Alarm Monitoring, awarded vendors will be required to Provide a 24-hour, 7 day per week UL listed station for monitoring alarm systems, including providing backup communication using a radio or cellular service. (Everon, A3, Convergint, Johnson Controls) NOTE: Johnson Controls is awarded category 16 excluding Fire Alarm Monitoring services.

Emergency Call Procedures:

All SWC 172 vendors are to respond to emergency calls within four (4) hours of authorization by phone or email. Not to Exceed Estimates are not required prior to authorizing emergency jobs. Please refer to the chart below for specific emergency contacts and procedures for each supplier.

A3 Communications

· 888-809-1473 (24/7) Everon LLC

· 1-844-538-3766 (after 4:30 pm)

Stone Security

TBA

*Please continue utilizing the main contact(s) above*

Convergint Technologies LLC

· tnswc172@convergint.com

· 24/7 Monitored Hotline: (877) 735-1110

NOTE: Please send your request to the dedicated State of TN email. If you do not receive a prompt response, please follow up with a call to the 24/7 hotline.

Mobile Communications America Inc.

· Jaime Beadles (901) 464-3115

· Joseph Barringer (901) 229-5725

NOTE: Please start by emailing your request. If you do not receive a prompt response, follow up with a phone call to Mr. Beadles then Mr. Barringer.

Johnson Controls

· Fire Emergency: 888-746-7539

· Security Emergency: 800-289-2647

NOTE: These numbers are monitored 24/7.

Usage Instructions:

End Users are encouraged to utilize the constant compete award structure when procuring services unless otherwise approved by the contract administrator. End Users should send a detailed job scope to applicable awarded suppliers in that category. Suppliers must respond to quote requests within two to five business days. If no responses are submitted by close of business the 5th business day, please contact the contract administrator.

NOTES:

· Unless deemed an emergency, all jobs must be quoted using the Not to Exceed Estimate Template below. Agencies will fill out part 1. Suppliers will complete parts 2-5. Contractors may attach supporting documentation if applicable.

· Not to Exceed Estimates should always be provided free of charge to end users.

· Suppliers have a minimum of 2 business days and a maximum of 5 business days to respond to quote requests. Please be mindful of weekends, holidays, etc. when submitting quotes to suppliers as these do not count as business days.

· Agencies are permitted to fill out forms requesting basic facility information (i.e. facility address, contacts, business hours, etc.) However, please do not to sign ANY documents requiring signature. Please contact the contract administrator if you receive requests to do so before or after services are rendered with the document(s) attached.

· End Users are encouraged to award to the supplier providing the lowest Not to Exceed Estimate and meeting specifications unless written approval is provided by the CPO Contract Administrator to utilize another Contractor.

· Suppliers should not apply surcharges for transportation, fuel, energy, insurance, or any other reason. Agencies should reach out for a revised invoice if these charges appear.

· All suppliers/technicians must sign in and out of a Job Log to accurately report service time on site.

Payment & Performance Bonds:

Payment Bonds The payment bond will be in an amount equal to twenty-five percent (25%) of the job price on all jobs in excess of fifty thousand dollars ($50,000.00).

1. State Agency/Authorized User receives quotes over $50,000.00 for a project under SWC 172.

· Note: If the Authorized User anticipates quotes over $50,000.00, please include a reference to (insert applicable term reference) when the quote request is sent, to remind the supplier(s) of this requirement.

2. “Awarded” supplier is identified with the lowest quote.

3. State Agency/Authorized User requests the performance bond per Terms and Conditions section 8.11. The initial bond can be sent via email as a PDF. Please see Attachment E.

4. State Agency/Authorized User emails the PDF bond to the SWC Administrator for verification. The SWC Administrator may ask the supplier for changes based on the CPO Risk Manager’s review. Once deemed compliant with the terms and conditions, the SWC Administrator will request the hard copy bond be mailed to CPO.

Performance Bonds The performance bond shall be in an amount equal to one hundred percent (100%) of job price on all jobs in excess of fifty thousand dollars ($50,000.00).

1. State Agency/Authorized User receives quotes over $50,000.00 for a project under SWC 172.

· Note: If the Authorized User anticipates quotes over $50,000.00, please include a reference to (insert applicable term reference) when the quote request is sent, to remind the supplier(s) of this requirement.

2. “Awarded” supplier is identified with the lowest quote.

3. State Agency/Authorized User requests the performance bond per Terms and Conditions section 8.12. The initial bond can be sent via email as a PDF. Please see Attachment D.

4. State Agency/Authorized User emails the PDF bond to the SWC Administrator for verification. The SWC Administrator may ask the supplier for changes based on the CPO Risk Manager’s review. Once deemed compliant with the terms and conditions, the SWC Administrator will request the hard copy bond be mailed to CPO.

NOTE: Once a job exceeds $50,000, BOTH payment and performance bonds are required.

Requisition and Purchase Order Generation:

For information on how to create a requisition and/or purchase order please reference the CPO Job Aids on the following page: https://www.teamtn.gov/cpo/learning-development/cpo-job-aids.html

Billing and Payment Instructions:

FOB Destination; Net 30 Payments

Central Procurement Office • Tennessee Tower, 3rd Floor 312 Rosa L. Parks Avenue, Nashville, TN 37243 Tel: 615-741-1035 • Fax: 615-741-0684 • tn.gov/generalservices/ image1.png