Fire Alarm Systems Monitoring Services DFSS

The Commonwealth of Kentucky Finance and Administration Cabinet, Department for Facilities & Support Services, Division of Mechanical Services, issued this Request for Bid (RFB) on June 26, 2019, to establish a master agreement for 24/7 fire alarm systems monitoring services across approximately 40 state-owned facilities located in Frankfort, Jackson, Lexington, Louisville, London, and Madisonville, Kentucky. The scope of work encompasses monitoring services estimated at 480 annual units (40 facilities × 12 months), with the contractor required to maintain current UL Central Monitoring Inspection Certification and comply with NFPA 72 (2010 Edition) standards throughout the contract term. Key deliverables include subscriber contact notifications within specified time standards: 90 seconds for the first contact, 5 minutes for the second contact, 10 minutes for the third and fourth contacts, and 15 minutes for the fifth and subsequent contacts. The evaluation will be conducted on a best value basis using 500 total points distributed across three criteria: certification (pass/fail requirement for current UL Central Monitoring Inspection Certificate), price (450 points favoring the lowest combined bid), and experience (50 points requiring a minimum of two years' experience monitoring multiple commercial facilities statewide with at least two current comparable contracts not more than five years old). Written questions were due July 16, 2019, with responses provided by July 25, 2019, and bids closed on August 6, 2019, at 1:30 p.m. for submission to the DFSS DECA Satellite Office Purchasing at 701 Holmes Street, Frankfort, Kentucky 40601. Site visits were available upon request by contacting buyer Melissa Sachs at 502-782-0033 or Melissa.sachs2@ky.gov. The initial contract period is one year from the date of award with four optional one-year renewal periods.

Kentucky resident bidder preferences and qualified bidder preferences apply per KRS 45A.490-494 and 200 KAR 5:410, which may provide advantages to eligible local vendors. Pricing shall be submitted as a monthly unit cost per fire alarm system monitored, with quarterly billing calculated by multiplying the actual number of systems monitored each month by the unit cost and multiplying by three. An additional allowance for DACT reprogramming is available separately, capped at $21,600 for all buildings except TCOB and KSOB (with a $1,076 limit for those facilities), and payable only if reprogramming is necessary. The contractor must maintain comprehensive insurance coverage including $1,000,000 commercial general liability and workers' compensation coverage as required by Kentucky law, with the Commonwealth named as additional insured. Price increases are prohibited during the first twelve months and require written justification and approval thereafter. No incumbent vendor information or specific budget range was provided in the solicitation documentation; however, the contract value will be determined based on the awarded unit cost multiplied by the actual number of systems monitored across the contract period.