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Home My WebLink About217-13 RESOLUTIONRESOLUTION NO.217-13 A RESOLUTION AWARDING RFP #13-11 AND AUTHORIZING A CONTRACT WITH ROYAL COMMUNICATIONS, INC. FOR AN ACCESS CONTROL AND SECURITY SYSTEM FOR A PERIOD OF ONE (1) YEAR WITH FOUR (4) AUTOMATIC RENEWAL OPTIONS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards RFP #13-11 and authorizes a contract with Royal Communications, Inc. for an access control and security system for a period of one (1) year with four (4) automatic renewal options. PASSED and APPROVED this 5t' day of November, 2013. APPROVED: ATTEST: By: G Jmjz SONDRA E. SMITH, City Clerk/Treasurer 0\t1IIII1///.,/ RIK / TRF��i�� q FAYETrEVILLE;� ° City of Fayetteville Staff Review Form Chris Doughty Submitted By City Council Agenda items and Contracts, Leases or Agreements IT 11 /5/2013 City Council Meeting Date Agenda Items Only Division Finance and Internal Services Department Action Required: A resolution awarding a contract resulting from RFP 13-11, Access Control and Security System to Royal Communications, Inc. for a period of one (1) year with four (4) automatic renewal options based on the enclosed contract. Varies by Division Cost of this request Varies by Division Account Number Varies by Division Project Number Budgeted Item �X Category / Project Budget Funds Used to Date Remaining Balance Budget Adjustment Attached 4,a 0. I Department ' for Date City A orney Date Finance and Internal Services Director Date Chief of taff Date Mayor Date Comments: Program Category / Project Name Program / Project Category Name Fund Name Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received in City 1 C_D-13 ? 0 ? 0 Clerk's Office UNA_/j Received in ENTEf3ERIj Mayor's Office �p Revised January 15, 2009 Zayleev! e KANSAS CITY COUNCIL AGENDA MEMO To: Mayor Lioneld Jordan & Fayetteville City Council Thru: Paul A. Becker, Finance and Internal Services Director P /k 6 From: Chris Doughty, City Network Engineer Date: Friday, October 18, 2013 THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE Subject: RFP 13-11, Access Control and Security System — Contract for Award I9 . Toll 7s7.Y\ 9 It is the desire of the City to begin moving toward the goal of having a single access control and security platform for all facilities. The City solicited competitive proposals from firms, via RFP 13-11, capable of providing a S2 system, with the capability of expanding and incorporating all city facilities. This new access control and security system has the features and interoperability desired for this type of system and provides integration into the existing systems currently owned by the City. The City advertised, requesting proposals from firms capable of providing the access control and security system in July. Proposals were received in August 2013. A total of three firms responded. The selection committee voted in favor of recommending a contract to Royal Communications, Inc. RECOMMENDATION: Based on voting from the selection committee, it is recommended to award a contract to Royal Communications, Inc. This contract will be valid for one (1) year and have an option to automatically renew for an additional four (4) one year terms, resulting in a total possible contract time of five (5) years. BUDGET IMPACT: Budget for projects will depend on the individual department or division. Any project exceeding $20,000 will be brought before the City Council for approval. RESOLUTION NO. A RESOLUTION AWARDING RFP #13-I1 AND AUTHORIZING A CONTRACT WITH ROYAL COMMUNICATIONS, INC. FOR AN ACCESS CONTROL AND SECURITY SYSTEM FOR A PERIOD OF ONE (1) YEAR WITH FOUR (4) AUTOMATIC RENEWAL OPTIONS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards RFP #13-11 and authorizes a contract with Royal Communications, Inc. for an access control and security system for a period of one (1) year with four (4) automatic renewal options. PASSED and APPROVED this 51h day of November, 2013. APPROVED: LIONELD JORDAN, Mayor ATTEST: SONDRA E. SMITH, City Clerk/Treasurer ifle Layl RKAfd�h�s� CONTRACT REFERENCE: RFP 13-11, Access Control and Security System Vendor: Royal Communications, Inc. Term: 1 year with 4 one year renewal options This contract executed this -a— day of 2013, between the City of Fayetteville, Arkansas, and Roval Communications, Inc. in consideration of the mutual covenants contained herein, the parties agree as follows. WITNESSETH: WHEREAS, City has previously determined that it has a need for a PROVIDER ACCESS CONTROL AND SECURITY SYSTEM; and WHEREAS, City, after soliciting competitive proposals for such services pursuant to City of Fayetteville RFP 13- 11 (herein after referred to as Request for Proposal or RFP), City has awarded this contract to Royal Communications, Inc.; and WHEREAS, Royal Communications, Inc. has represented that it is able to satisfactorily provide these services according to the terms and conditions of the RFP, which are incorporated herein by reference, and the terms and conditions are contained herein; and NOW THEREFORE, in consideration of the above and mutual covenants contained herein, the parties agree as follows: 1. Services to be Performed: Royal Communications, Inc. hereby agrees to provide the City with an ACCESS CONTROL AND SECURITY SYSTEM, as requested and more specifically outlined in the RFP, this agreement, and all subsequent official documents that form the Contract Documents for this Agreement. 2. Time of Service: Services shall be performed in a timely manner, as specified. 3. Term of Agreement: Initial contract period will be for one year from date of this contract, with work issued in separate phases of work. Contractor shall not begin work until receipt of Notice to Proceed from the City for each phase. This agreement may be renewed for four (4) consecutive one (1) year terms. This agreement shall renew annually, conditioned on budgeted funds approval by the Fayetteville City Council. Individual projects over $20,000 shall be subject to approval from the Fayetteville City Council prior to issuance of any Notice to Proceed. a. Police Department phase shall be completed within 45 calendar days after Notice to Proceed has been issued by the City. City of Fayetteville, Arkansas RFP 13-11, Access Control and Security System Page 1 of 4 b. Solid Waste & Recycling phase shall be completed within 45 calendar days after Notice to Proceed has been issued by the City. C. Airport phase shall be completed within 30 calendar days after Notice to Proceed has been issued by the City. d. Any subsequent phase shall be completed within 45 calendar days after Notice to Proceed has been issued by the City. 4. Amendment of Contract: This Contract may be amended only by mutual written agreement of the parties. 5. Assignment and Subcontracting: Royal Communications, Inc. shall perform this contract. No assignment or subcontracting shall be allowed without the prior written consent of the City. In the event of a corporate acquisition and/or merger, Royal Communications, Inc. shall provide written notice to the City within thirty (30) business days of such notice of action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal to a Proposer, which has disclosed its intent to assign or subcontract in its response to the RFP, without exception shall constitute approval for purposes of this Agreement. 6. Cancellation: The City of Fayetteville reserves the right to cancel this Contract, without cause, by giving thirty (30) days' notice to Royal Communications, Inc. of the intent to cancel, or with cause if at any time Roval Communications, Inc. fails to fulfill or abide by any of the terms or conditions specified. Failure of Royal Communications, Inc. to comply with any of the provisions of this contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source any services which have not been provided within the period of time stated in the proposal, or if no such time is stated, within a reasonable period of time from the date of order or request, as determined by the City. 7. Compensation: As compensation for Royal Communications, Inc. providing services to the City as described herein, the City shall pay Royal Communications, Inc. as outlined in RFP 13-11. 8. Permits & Licenses: Royal Communications, Inc. shall secure and maintain any and all permits and licenses required to complete this contract. 9. Royal Communications, Inc. agrees to pay wage rates issued and applicable by the Arkansas Department of Labor for all projects exceeding $75,000.00. City of Fayetteville, Arkansas RFP 13-11, Access Control and Security System Page 2 of 4 10. Minimum Insurance Requirements: Royal Communications, Inc. shall maintain insurance in at least the amounts required in the RFP throughout the term of this contract. Royal Communications, Inc. shall provide a Certificate of Insurance in accordance with the insurance requirements listed within the RFP, evidencing such coverage prior to issuance of a purchase order or commencement of any work under this contract. Royal Communications, Inc. shall ensure that any subcontractors or persons hired by subcontractors maintain the same level of insurance coverage as Royal Communications, Inc. Insurance at minimum shall be: Workmen's Compensation: Statutory Amount, Comprehensive General & Automobile Insurance, and Bodily Injury Liability $500,000 for each person injured; $1,000,000 for each accident, and Property Damage Liability $500,000 aggregate. 11. Indemnification: Royal Communications, Inc. shall indemnify, pay the cost of defense, including but not limited to attorneys' fees, and hold harmless the City from all suits, actions or claims of any character brought on account of any injuries or damages received or sustained by any person, persons, or property by or from the said Royal Communications. Inc.; or by, or in consequence of any neglect in safeguarding the work; or on account of any act or omission, neglect or misconduct of Royal Communications, Inc.; or by, or on account of, any claim or amounts recovered under the Workers' Compensation Law or of any other laws, by-laws, ordinances, order of decree, except only such injury or damage as shall have been occasioned by the sole negligence of the City of Fayetteville. The first ten dollars ($10.00) of compensation received by Royal Communications, Inc. represents specific consideration for this indemnification obligation. 12. Governing Law & Jurisdiction: Legal jurisdiction to resolve any disputes shall be Washington County, Arkansas with Arkansas law applying to the case without regard to conflicts of law principles. 13. Severability: The terms and conditions of this agreement shall be deemed to be severable. Consequently, if any clause, term, or condition hereof shall be held to be illegal or void, such determination shall not affect the validity of legality of the remaining terms and conditions, and notwithstanding any such determination, this agreement shall continue in full force and effect unless the particular clause, term, or condition held to be illegal or void renders the balance of the agreement impossible to perform. 14. Changes in Scope or Price: Changes, modifications, or amendments in scope, price, or fees to this contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the City Council in advance of the change in scope, cost or fees. 15. Freedom of Information Act: Documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, Royal Communications, Inc. shall do everything possible to provide the documents in a prompt and timely manner as City of Fayetteville, Arkansas RFP 13-11, Access Control and Security System Page 3 of 4 prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.) Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. 16. Documents Comprising Contract: The contract shall include this Agreement for a PROVIDER FOR ACCESS CONTROL AND SECURITY SERVICES, as well as the following documents, which are incorporated herein by reference. If there is a conflict between the terms of this Agreement and the below referenced documents, the conflict shall be resolved as follows: terms of this Agreement shall prevail over the other documents, and the terms of the remaining documents shall be given preference in their below listed order. a. City of Fayetteville's Request for Proposal and all of its addenda and attachments; b. Royal Communications, Inc. final pricing schedule and rates; C. Royal Communications, Inc. Certificate of Insurance as required, listing the City as an additional insured; d. Royal Communications, Inc. 100% performance and payment bond, which shall be submitted within ten (10) calendar days from Notice of Award. i. One hundred performance and payment bond shall be issued for the total cost of implementing the initial three projects as outlined in RFP 13-11. Any additional project exceeding $20,000 shall have a job specific 100% performance and payment bond. e. Royal Communications, Inc. submitted Proposal and response to RFP 13-11. WITNESS OUR HANDS THIS r DAY OF ft I I II✓P , 2013. ROYAL COMMUNICATIONS, INC. k By: t Printed Name & Title ATTEST: t. / ,c) gis- Business Address 1 1 1 Date Signed: Signed: l6 - /7.f/ 3_ City of Fayetteville, Arkansas RFP 13-11, Access Control and Security System Page 4 of 4 AS ATTEST: G r� Sondra Smith, City Clerk Date Signed: ZIIA4 -13 ,cam FAYETTEVILLE�� :v •.y� hA NSA'° a�i�N ie ONe+ O `o'er ARKANSAS PROPOSAL: City of Fayetteville, Arkansas Purchasing Division — Room 306 113 W. Mountain Fayetteville, AR 72701 Phone: 479.575.8220 TDD (Telecommunication Device for the Deaf): 479.521.1316 13-11, Access Control and Security System RFP DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Andrea Foren, CPPB, CPPO, aforen c(-ci.fayetteville.ar.us DATE OF ISSUE AND ADVERTISEMENT: Friday, July 19, 2013 REQUEST FOR PROPOSAL RFP 13-11, Access Control and Security System No late proposals shall be accepted. RFP's shall be submitted in sealed envelopes labeled with the project number and name as well as the name and address of the firm. All proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each Proposer is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. Any bid, proposal, or statements of qualification will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of submitting, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Agent. Name of Firm: Contact Person: E-Mail: Business Address: City: Signature: City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 1 of 23 State: Title: Phone: Date: Zip: City of Fayetteville RFP 13-11, Access Control and Security System Advertisement City of Fayetteville, AR Request for Proposal RFP 13-11, Access Control and Security System The City of Fayetteville, Arkansas is requesting proposals for firms capable of providing access control and security equipment and services for projects spanning the next 5 years. To be considered, proposals shall be received at the City Administration Building, City Hall, Purchasing — Room 306, 113 West Mountain, Fayetteville, Arkansas, Friday, August 09, 2013 before 2:00:00 PM, local time. No late submittals shall be accepted. Forms & addendums can be downloaded from the City's web site at http://www.accessfavetteville.org. All questions regarding the process should be directed to Andrea Foren, CPPB, CPPO at aforene-ci.fayetteville.ar.us or (479)575-8220. Proposals submitted shall be qualified to do business and licensed in accordance with all applicable laws of the state and local governments where the project is located. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. The City of Fayetteville reserves the right to reject any or all proposals and to waive irregularities therein, and all Proposers shall agree that such rejection shall be without liability on the part of the City of Fayetteville for any damage or claim brought by any Proposer because of such rejections, nor shall the Proposers seek any recourse of any kind against the City of Fayetteville because of such rejections. The filing of any Proposal in response to this invitation shall constitute an agreement of the Proposer to these conditions. CITY OF FAYETTEVILLE By: Andrea Foren, CPPO, CPPB Title: Purchasing Agent Ad date: 07/19/2013 City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 2 of 23 City of Fayetteville RFP 13-11, Access Control and Security System SECTION A: General Terms & Conditions 1. SUBMISSION OF A PROPOSAL SHALL INCLUDE: a. A written narrative describing the method or manner in which the Proposer proposes to satisfy requirements of this RFP in the most cost effective manner. b. A description of the Proposer's experience in providing the same or similar services as outlined in the RFP. This description should include the names of the person(s) who will provide the services, their qualifications, and the years of experience in performing this type of work. Also, include the reference information requested in this RFP. c. Statement should be no more than twenty five (25) pages; single sided, standard, readable, print on standard 8.5x11 papers. Proposers shall also submit a three (3) page (maximum) executive summary. The following items will not count toward the page limitations: appendix, cover sheet, 3-page executive summary, resumes (resumes shall be no more than 1 page per person), and forms provided by the City for completion. d. All Proposers shall submit eight (8) sets of their proposal as well as one (1) electronic copy on a properly labeled CD or other electronic media device. The electronic copy submitted should be contained into one (1) file. The use of Adobe PDF documents is strongly recommended. Files contained on the CD or electronic media shall not be restricted against saving or printing. The electronic copy shall be identical to the original papers submitted. Electronic copies shall not be submitted via e-mail to City employees by the Proposer. e. Proposals will be reviewed following the stated deadline, as shown on the cover sheet of this document. Only the names of Proposer's will be available after the deadline until a contract has been awarded by the Fayetteville City Council. All interested parties understand proposal documents will not be available until after a valid contract has been executed. f. Proposers shall submit a proposal based on documentation published by the Fayetteville Purchasing Division. g. Proposals shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville, Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the firm and Bid, RFP, or RFQ number shall be on the outside of the packaging as well as on any packages enclosed in shipping containers or boxes. h. Proposals must follow the format of the RFP. Proposers should structure their responses to follow the sequence of the RFP. i. Proposers shall have experience in work of the same or similar nature, and must provide references that will satisfy the City of Fayetteville. Proposer may furnish a reference list of clients for whom they have performed similar services and must provide information as requested in this document. j. Proposer is advised that exceptions to any of the terms contained in this RFP or the attached service agreement must be identified in its response to the RFP. Failure to do so may lead the City to declare any such term non-negotiable. Proposer's desire to take exception to a non-negotiable term will not disqualify it from consideration for award. k. Local time shall be defined as the time in Fayetteville, Arkansas on the due date of the deadline. Documents shall be received before the deadline time as shown by the atomic clock located in the Purchasing Division Office. City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 3 of 23 2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION: No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All questions pertaining to the terms and conditions or scope of work of this proposal must be sent in writing via e-mail to the Purchasing Department. Responses to questions may be handled as an addendum if the response would provide clarification to the requirements of the proposal. All such addenda shall become part of the contract documents. The City will not be responsible for any other explanation or interpretation of the proposed RFP made or given prior to the award of the contract. 3. RIGHTS OF CITY OF FAYETTEVILLE IN REQUEST FOR PROPOSAL PROCESS: In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the following: a. The City of Fayetteville reserves the right to rank firms and negotiate with the highest-ranking firm. Negotiation with an individual Proposer does not require negotiation with others. b. The City of Fayetteville reserves the right to select the proposal that it believes will serve the best interest of the City. c. The City of Fayetteville reserves the right to accept or reject any or all proposals. d. The City of Fayetteville reserves the right to cancel the entire request. e. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the request for proposal or in proposals submitted. f. The City of Fayetteville reserves the right to request any necessary clarifications, additional information, or proposal data without changing the terms of the proposal. g. The City of Fayetteville reserves the right to make selection of the Proposer to perform the services required on the basis of the original proposals without negotiation. 4. EVALUATION CRITERIA: The evaluation criterion defines the factors that will be used by the selection committee to evaluate and score responsive, responsible and qualified proposals. Proposers shall include sufficient information to allow the selection committee to thoroughly evaluate and score proposals. Each proposal submitted shall be evaluated and ranked by a selection committee. The contract will be awarded to the most qualified Proposer, per the evaluation criteria listed in this RFP. Proposers are not guaranteed to be ranked. 5. COSTS INCURRED BY PROPOSERS: All expenses involved with the preparation and submission of proposals to the City, or any work performed in connection therewith, shall be borne solely by the Proposer(s). No payment will be made for any responses received, or for any other effort required of, or made by, the Proposer(s) prior to contract commencement. 6. ORAL PRESENTATION: An oral presentation and/or interview may be requested of any firm, at the selection committee's discretion. 7. CONFLICT OF INTEREST: a. The Proposer represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Limited Authority of City Employee to Provide Services to the City". b. The Proposer shall promptly notify Andrea Foren, City Purchasing Agent, in writing, of all potential conflicts of interest for any prospective business association, interest, or other circumstance which may City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 4 of 23 influence or appear to influence the Proposer's judgment or quality of services being provided. Such written notification shall identify the prospective business association, interest or circumstance, the nature of which the Proposer may undertake and request an opinion to the City as to whether the association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by the Proposer. The City agrees to communicate with the Proposer its opinion via e-mail or first-class mail within thirty days of receipt of notification. 8. WITHDRAWAL OF PROPOSAL: a. A proposal may be withdrawn at any time. 9. LATE PROPOSAL OR MODIFICATIONS: a. Proposal and modifications received after the time set for the proposal submittal shall not be considered. Modifications in writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Proposers should call the Purchasing Division at (479) 575-8220 to insure receipt of their submittal documents prior to opening time and date listed. b. The time set for the deadline shall be local time for Fayetteville, AR on the date listed. All proposals shall be received in the Purchasing Division BEFORE the deadline stated. The official clock to determine local time shall be the atomic clock located in the Purchasing Division, Room 306 of City Hall, 113 W. Mountain, Fayetteville, AR. 10. LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS: a. The laws of the State of Arkansas apply to any purchase made under this request for proposal. Proposers shall comply with all local, state, and federal directives, orders and laws as applicable to this proposal and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract. b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. 11. COLLUSION: The Proposer, by affixing his or her signature to this proposal, agrees to the following: "Proposer certifies that his proposal is made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action." 12. RIGHT TO AUDIT, FOIA, AND JURISDICITON: a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to purchases between the City and said vendor. b. Freedom of Information Act: City contracts and documents prepared while performing City contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the (Contractor) will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19- 101 et. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. c. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to the case. City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 5 of 23 13. CITY INDEMNIFICATION: The successful Proposer(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the services or any part thereof covered by this order, and such obligation shall survive acceptance of the services and payment thereof by the City. 14. VARIANCE FROM STANDARD TERMS & CONDITIONS: All standard terms and conditions stated in this request for proposal apply to this contract except as specifically stated in the subsequent sections of this document, which take precedence, and should be fully understood by Proposers prior to submitting a proposal on this requirement. 15. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION: Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call 479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately. 16. PAYMENTS AND INVOICING: The Proposer must specify in their proposal the exact company name and address which must be the same as invoices submitted for payment as a result of award of this RFP. Further, the successful Proposer is responsible for immediately notifying the Purchasing Division of any company name change, which would cause invoicing to change from the name used at the time of the original RFP. Payment will be made within thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest or penalty for untimely payments. Payments can be processed through Proposer's acceptance of Visa at no additional costs to the City for expedited payment processing. The City will not agree to allow any increase in hourly rates by the contract without PRIOR Fayetteville City Council approval. 17. CANCELLATION: a. The City reserves the right to cancel this contract without cause by giving sixty (60) days prior notice to the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill or abide by any of the terms or conditions specified. b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source, any items and/or services which have not been delivered within the period of time from the date of order as determined by the City of Fayetteville. d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor of such occurrence and contract shall terminate of the last day of the current fiscal period without penalty or expense to the City. 18. ASSIGNMENT SUBCONTRACTING CORPORATE ACQUISITIONS AND/OR MERGERS: a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without prior written consent of the City. If a Proposer intends to subcontract a portion of this work, the Proposer shall disclose such intent in the proposal submitted as a result of this RFP. b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 6 of 23 City awarding a proposal to a firm that has disclosed its intent to assign or subcontract in its response to the RFP, without exception shall constitute approval for purpose of this Agreement. 19. NON-EXCLUSIVE CONTRACT: Award of this RFP shall impose no obligation on the City to utilize the vendor for all work of this type, which may develop during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently contract with other companies for similar work if it deems such an action to be in the City's best interest. In the case of multiple -phase contracts, this provision shall apply separately to each item. 20. ADDITIONAL REQUIREMENTS: The City reserves the right to request additional services relating to this RFP from the Proposer. When approved by the City as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional requirements as may become necessary. 21. SERVICES AGREEMENT: A written agreement, in substantially the form attached, incorporating the RFP and the successful proposal will be prepared by the City, signed by the successful Proposer and presented to the City of Fayetteville for approval and signature of the Mayor. 22. INTEGRITY OF REQUEST FOR PROPOSAL (RFP) DOCUMENTS: Proposers shall use the original RFP form(s) provided by the Purchasing Division and enter information only in the spaces where a response is requested. Proposers may use an attachment as an addendum to the RFP form(s) if sufficient space is not available on the original form for the Proposer to enter a complete response. Any modifications or alterations to the original RFP documents by the Proposer, whether intentional or otherwise, will constitute grounds for rejection of such RFP response. Any such modifications or alterations a Proposer wishes to propose shall be clearly stated in the Proposer's RFP response and presented in the form of an addendum to the original RFP documents. 23. DEBARRED ENTITIES: All Proposers shall complete and return the enclosed "Debarment Certification Form" with their bid. The City of Fayetteville will not award a contract to any contractor that is debarred, suspended, or proposed for debarment by the federal government. 24. OTHER GENERAL CONDITIONS: a. Proposers must provide the City with their proposals signed by an employee having legal authority to submit proposals on behalf of the Proposer. The entire cost of preparing and providing responses shall be borne by the Proposer. b. The City reserves the right to request any additional information it deems necessary from any or all Proposers after the submission deadline. c. The request for statement of qualification is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit the city to pay for any costs incurred by Proposer in preparation. It shall be clearly understood that any costs incurred by the Proposer in responding to this request for proposal is at the Proposer's own risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Proposer for any expense so incurred, regardless of whether or not the proposal is accepted. d. If products, components, or services other than those described in this bid document are proposed, the Proposer must include complete descriptive literature for each. All requests for additional information must be received within five working days following the request. City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 7 of 23 e. Any uncertainties shall be brought to the attention to Andrea Foren immediately via telephone (479.575.8220) or e-mail (aforen(a)ci.fayetteville.ar.us). It is the intent and goal of the City of Fayetteville Purchasing Division to provide documents providing a clear and accurate understanding of the scope of work to be completed and/or goods to be provided. We encourage all interested parties to ask questions to enable all Proposers to be on equal terms. f. Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Andrea Foren, City of Fayetteville, Purchasing Agent via e-mail (aforenaci.fayettevilie. ar.us) or telephone (479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any part of this request for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed until after a contract is in place. g. At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. h. Any information provided herein is intended to assist the Proposer in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide qualified Proposers with sufficient basic information to submit proposals meeting minimum specifications and/or test requirements, but is not intended to limit a RFP's content or to exclude any relevant or essential data. i. Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner relating to this Contract shall be controlled by Arkansas law. Proposer hereby expressly and irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis. j. The successful Proposer shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of City of Fayetteville. In case the successful Proposer assigns all or any part of any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the successful Proposer shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied for the performance of the services called for in this contract. k. The successful Proposer's attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The successful Proposer shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner affecting those engaged or employed in providing these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he shall herewith report the same in writing to City of Fayetteville. The following documents are included with this solicitation: N/A City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 8 of 23 City of Fayetteville RFP 13-11, Access Control and Security System SECTION B: Scope of Services and General Information 1.) BACKGROUND: a. It is the desire of the City to begin moving toward the goal of having a single access control and security platform for all facilities. The City of Fayetteville recently purchased an access control system for a new facility located at Drake Field. This system is capable of expanding and incorporating all city facilities and has the features and interoperability desired for this type of system. 2.) INTENT: a. The City of Fayetteville, Arkansas is interested in contracting with a company to provide access control and security system service and equipment for various City facilities over the next 5 years. 3.) APPROACH: a. Proposer shall provide pricing for the specific scopes of work for immediate projects and basic time and materials quotes for possible future projects. Proposers shall include a "time line" chart depicting project milestones (in calendar days) after the Notice to Proceed to indicate when all immediate required services will be provided. 4.) PRE -PROPOSAL CONFERENCE: a. The City of Fayetteville will hold a non -mandatory pre -proposal conference on Wednesday, July 31, 2013 at 10:00 AM, local time. This conference will be held at City Hall, Room 326 at 113 W. Mountain, Fayetteville, AR 72701. All interested parties are strongly encouraged to attend. 5.) GENERAL: It is the intent of the City to purchase and install each project listed below in the time frame provided; however, all projects are subject to administrative and budget approval. a. Project A: Police Department Access Control Project, (to be purchased and installed immediately upon contract award). a. Address: 100A W. Rock St., Fayetteville, AR 72701 b. Project B: Solid Waste & Recycling Access Control and Security System (to be purchased and installed immediately upon contract award ) a. Address: 1560 S. Happy Hollow Rd. , Fayetteville, AR 72701 c. Project C: Airport Gates and Badging (to be purchased and installed immediately upon contract award ) a. Address: 4500 S. School Ave. , Fayetteville, AR 72701 d. Project D Central Access Control System Upgrades: (to be purchased and installed immediately upon contract award ) e. Project E: City Shop/Fleet (to be purchased and installed in within approximately 3-6 months of contract award). a. Address: 1525 S. Happy Hollow Rd., Fayetteville, AR 72701 f. Project F: Parks Cameras and Access Control System (to be purchased and installed in within approximately 3-6 months of contract award) a. Address: 1455 S. Happy Hollow Rd., Fayetteville, AR 72701 g. Project G: Animal Shelter Cameras and Access Control System (to be purchased and installed in within approximately 24 months of contract award) a. 1640 S. Happy Hollow Rd., Fayetteville, AR 72701 h. Project H: Fire Department Access Control System (to be purchased and installed in within approximately 12-24 months of contract award). Could include 7 Fire Stations and 1 Fire Marshal Office. a. Addresses include: City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 9 of 23 i. Fire Station #1 (Central): 303 W. Center St., Fayetteville, AR 72701 ii. Fire Station #2: 708 N. Garland Ave., Fayetteville, AR 72701 iii. Fire Station #3: 1050 Happy Hollow Rd., Fayetteville, AR 72701 iv. Fire Station #4: 3385 Plainview Ave., Fayetteville, AR 72701 v. Fire Station #5: 2979 N. Crossover Rd., Fayetteville, AR 72701 vi. Fire Station #6: 900 S. Hollywood Ave., Fayetteville, AR 72701 vii. Fire Station #7: 835 N. Rupple Rd., Fayetteville, AR 72701 viii. Fire Marshal Office: 833 N. Crossover Rd., Fayetteville, AR 72701 i. Project I: City Hall, Engineering/Planning, and Building Maintenance Access Control System (to be purchased and installed in within approximately 24-36 months of contract award) a. Addresses include: i. City Hall: 113 W. Mountain, Fayetteville, AR 72701 ii. Engineering/Planning: 125 W. Mountain, Fayetteville, AR 72701 iii. Building Maintenance: 115 S. Church Ave., Fayetteville, AR 72701 j. Project J: Water/Sewer Operations and Wastewater treatment plant facilities Access Control System (to be purchased and installed in within approximately 24-36 months of contract award) a. Address: 2435 S. Industrial Dr., Fayetteville, AR 72701 6.) DETAILED PRICING: The City of Fayetteville is requires pricing to be submitted from each Proposer in the form provided in this RFP. Schedule time frames presented are subject to budget approval. Sales taxes shall NOT be included in pricing provided to the City. The City is not a tax exempt entity. Prices shall have taxes applied at the time of invoice for all taxable items. a. Schedule A: These projects are anticipated to have a Notice to Proceed issued as soon as possible after contract award. Pricing shall be provided based on the definitions provided below. Pricing for schedule A shall include all labor, materials, shipping, warranty, and complete installation for all services specified in this RFP. Sales tax shall not be included in pricing but will apply upon invoicing. The City of Fayetteville is not a sales tax exempt entity. b. Schedule B: These projects are anticipated to have a Notice to Proceed issued within 3-6 months after contract award. Pricing shall be provided based on the definitions provided below. c. Schedule C: These projects are anticipated to have a Notice to Proceed issued within 12-24 months after contract award. Pricing shall be provided based on the definitions provided below. d. Schedule D: These projects are anticipated to have a Notice to Proceed issued within 24-36 months after contract award. Pricing shall be provided based on the definitions provided below. e. Schedule E: Schedule E shall apply to Schedule B, C, and D ONLY. However, this schedule may also apply to Schedule A only in the event of pre -approved changes in scope of work varied from what is listed in this RFP. 7.) PRICING DEFINITIONS: The following terms shall apply to this RFP, including but not limited to the City's Proposal Pricing Form (included with this RFP). Sales taxes shall NOT be included in pricing provided to the City. The City is not a tax exempt entity. Prices shall have taxes applied at the time of invoice for all taxable items. a. Total Turn Key Price: Complete Pricing based on provided specifications for the location. b. Percent (%) Discount off of MSRP for additional items outside of spec: c. Hourly Installation Rate — Primary Installer (per hour): d. Hourly Installation Rate —Assistant Installer (per hour): City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 10 of 23 e. Mark Up Percentage (%): Mark up percentages shall only apply to applicable Schedules, as defined in the section above. The mark up percentage shall be added to the Proposers cost for the actual materials only for items not presented on the MSRP retail sheet. f. MSRP (Retail Pricing), Manufacturer's Suggested Retail Price: Pricing shall be provided on a MSRP sheet by each Proposer for all major core items needed for the overall system for all locations. The Proposer shall provide a current MSRP schedule/information with proposal. The Proposal Pricing Form provided to the City by each Proposer shall include a percentage off MSRP (% discount) the Proposer will provide to the City. g. Invoicing: Invoicing to the City shall be detailed, clear, and easily auditable in relation to the pricing submitted on the Proposal Pricing Form. 8.) SPECIFIC SCOPES OF WORK: a. PROJECT A: Police Department Access Control i. Proposer shall expand CITY'S S2 Access Control System to add the capability of a total of twenty-six (26) doors to the system; however, this RFP only includes installation of twenty-five (25) doors. ii. Removal of existing system. The City shall retain all parts removed of the existing system. All existing system hardware shall remain the property of the City of Fayetteville. iii. An electric door strike shall be installed on each of the existing access doors except for two door locations which will receive an electromagnetic lock (Main Police Station Upstairs and exterior door at the Downtown Legacy Building). All other door locations shall be installed with a mortised electric strike and face plate, with the exception of the Records door at the Main Police Station which will be installed with a surface mount electric strike due to the different door opening hardware on this door. A PIR motion devise shall be installed on the opposite side of the door from the card reader, to allow for proper door status reporting when any person exits through the door from the inside. The electric door strike shall allow for free egress from the inside through the door by turning a lever handle and pushing the door open. The two doors with mag locks shall have an exit button to push to exit through those doors. The PIR device shall signal and unlock the door when someone approaches it from the inside as a backup to the exit button in case of any mechanical failure. iv. This Scope of Work includes the addition of the following access controlled doors 1. Capability of up to twenty (20) doors at the Main Police Station location and only providing installation on nineteen (19) with proximity card readers. a. Proposer shall install two (2) new 8-door controllers and two (2) new 2-door controllers. This shall allow the connection of interior doors, the upstairs outside door, leaving two (2) additional doors for future expansion on the new controllers. b. Main station upstairs west exterior door shall include installation of a electromagnetic lock and no electric door strike. 2. Up to two (2) doors at the Downtown Legacy Building remote site. Proposer shall install one (1) new 2-door controller. a. Installation shall be made on the existing exterior door and have the capability of adding one (1) additional door/reader. This exterior door has a concrete wall construction around the door. Awarded Proposer shall run conduit, install lock with an interior Exit Button. Door strike shall not be installed on this door. c. Exterior door of this location shall include installation of a electromagnetic lock and no electric door strike. 3. Up to two (2) doors at the Washington Regional Medical Center remote site. Proposer shall install one (1) new 2-door controller. City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 11 of 23 a. Installation shall be made on the existing interior door and have the capability of adding one (1) additional door/reader. 4. Up to two (2) future additional doors at the Northwest Arkansas Mall/COP Office remote site. a. Install one (1) 2-door controller for future door expansion of up to two (2) doors. vi. Proposal shall include installation of Door Control Panels in the computer room location and shall be connected to the network. The new door controllers shall have a dedicated power supply and a 12 VDC backup battery. Each door strike, mag lock, exit button and PIR device shall be powered separately from the controllers and the power supply for these units will be installed by the new controllers. The CITY shall be responsible for providing PROPOSER with AC power at the Door Control locations. S2 controllers shall be installed at each CITY site listed herein. Proposal shall provide for the integration to the PD fire alarm panel. vii. Changing-out/Replacing Existing Schlage Door Locking Systems 1. The replacement of the Schlage door locking systems including door handles/latches, key pads and cover plates shall be performed by a licensed locksmith. PROPOSER shall remove all eighteen (18) of the existing door locking mechanisms and replace them with new locking Lever Handles and Cover Plates. Replacement door hardware must match and conform to the design of the existing doors to the satisfaction of the CITY. 2. All removed items from the current Schlage locking door system shall become the property of the City of Fayetteville. v. Proposer shall provide all equipment and materials as specified herein and all labor and services required for the Expansion of the existing S2 Access Control system and Changing-out/Replacing the existing Schlage door locking systems for the Fayetteville Police Department (CITY). The City of Fayetteville Police Department is located at 100-A W. Rock Street in Fayetteville, Arkansas. This Scope of Work includes three remote site locations, including police offices at the Dickson Street Legacy Building, Washington Regional Medical Center and the Northwest Arkansas Mall. CONTRACTOR will deliver the project mechanically complete and ready for commissioning in accordance with the drawings, specifications, and this Scope of Work document. vi. Proposer shall be an existing Access Control Dealer/ Integrator for a minimum of three (3) years in the access control and security industry. vii. The replacement of the current Schlage door locking systems including door handles/latches, key pads and cover plates shall be performed by a licensed locksmith. Replacement door hardware shall match and conform to the aesthetics and design of the doors to the satisfaction of the City of Fayetteville. viii. Proposer in strict accordance with this Scope of Work document, exhibits, and the documents and clarifications referenced hereunder, shall furnish all qualified labor, supervision, management, materials (both permanent and consumable), QA/QC (both testing and reporting), all administrative functions, construction and transportation equipment, construction tools, material handling and control, all safety equipment, first -aid, medical support and emergency services, progress/quantity/cost and schedule reporting, insurance, and each item of expense necessary to perform the complete S2 System Expansion and Changing-out/Replacing the existing Schlage door locking systems installation on a non-exclusive, all inclusive lump sum basis. The WORK shall be performed in accordance with the latest applicable industry standards and codes, the specifications, and drawings provided under this Scope of Work, and to the full and complete satisfaction of the CITY. ix. Proposer shall provide all staff functions such as document control, material receiving and control, safety, quality assurance, job progress reporting, cost and schedule control, project turnover, etc. x. Proposer shall submit a preliminary installation schedule along with manpower loading plans, an equipment schedule and an indirect overhead personnel schedule with proposal. CITY and PROPOSER shall review such schedule and determine mutually agreeable dates for PROPOSER deliverables, which will effectively support the execution of the WORK. A detailed schedule incorporating agreed dates shall be submitted within two weeks of contract award. City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 12 of 23 xi. The jobsite work schedule will be Monday -Friday, 5 days per week, from 8:00 AM — 4:30 PM. Proposer may propose other work schedules as appropriate to meet the schedule objectives, or as deemed necessary to man the project. xii. Proposer shall only work when allowed by the City of Fayetteville via prior authorization. xiii. PROPOSER shall furnish all equipment necessary to; receive, inspect, transport, load and unload PROPOSER supplied materials to and from the material staging area(s). xiv. Security and liability shall not be provided by CITY for materials/equipment left unattended. xv. PROPOSER shall furnish all permanent materials required to complete the expansion of the Access Control System and Changing-out/Replacing the existing Schlage door locking systems portion of this project except as specifically noted in this scope. Materials to be furnished by PROPOSER shall be provided in accordance with the specifications listed throughout this scope and include but not be limited to, all: 1. Conduit and accessories, non -plenum wire, cable, fittings and accessories for interior and exterior wire pulls including low voltage wiring. 2. Wire and cable in quantities, types, and required sizes to connect all of the required equipment. Wiring will be concealed and properly cable managed. 3. Miscellaneous mounting hardware for all devices and supports. 4. All consumable items such as tape, tie -wraps, Velcro, wire markers, wire nuts, etc. 5. All Access Control Software and multi-user licensing. 6. Provide all Access Control door hardware including, but not limited to 1200 lb. electromagnetic locks, mortised electric door strikes and face plates, surface mount door strikes, door controllers, request -to -exit buttons, PIRs, card readers, recessed door contact switches. Controllers must each have their own power supply and battery backup. PROPOSER shall utilize brands approved by CITY. 7. Interface boards and equipment/material for TCP/IP Communications between all door controllers over the network. 8. Door handles/latches, key pads and cover plates to replace existing Schlage systems. Solid Waste and Recycling i. Video Surveillance 1. Provide S2 NetVR Video Server(s) to support up to 24 cameras 2. Install Bosch Starlight cameras with mounts and IR Illuminators to 3 existing light poles around the Recycling drop-off 3. Run Outdoor Cat5e and IR Illuminator power wire in existing conduit to the 3 camera locations. 4. Install Conduit from pull box to the center pole for the third camera. 5. Install camera near main gate for the purpose of capturing license plate numbers. Will need conduit from a nearby pull box and cat5e/illuminator wire from main control box. 6. Bosch Starlight Dome Camera with mount installed on light pole overlooking dumpsters at the Legacy Building 7. Install three Bosch Starlight cameras with mounts and IR illuminators at the North Street drop off location. 8. Install two Bosch Starlight cameras with mounts and IR illuminators at the Compost Facility. 9. Install two Bosch Starlight cameras with mounts and IR illuminators at the Solid Waste truck locations. ii. Access Control 1. Install 6 door Network Node to replace existing continental access panels in the security room. 2. Install 24V power supply. 3. Add reader and mag lock to security room door. City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 13 of 23 4. Provide licensing and other necessary equipment for Badging. 5. Install Proximity Reader at existing gate and provide pricing for additional future gates. 6. Install all cabling required for gate control. 7. Installation of 2 door Network node and all necessary door hardware for full access control at the Legacy building dumpster location. 8. Installation of 2 door Network node and all necessary door hardware for full access control at the Compost facility. 9. Provide all cabling needed for system and cameras. 10. City will provide POE switch. 11. City will provide 110 AC power. c. Airport Gates and Badging i. Provide door controller(s) for terminal, fuel farm, and man gates located at and around the airport administration building. Utilize existing cabling, card readers, gate actuators, and enclosures. ii. Connect existing reader to existing S2 controller located at the Ernest Lancaster gate. iii. Provide Licensing for Badging iv. Provide Licensing for integration with existing Exacq Vision DVR and Panasonic cameras. v. Migrate existing badges and users to the new system. Central Access Control System Upgrades: i. For the City's access control system, only S2 solutions will be considered as provided by proposal ii. Licensing required for Database Partitioning to separate out Police Department and City Users as well as other divisions where applicable. iii. Licensing required to cover the number of doors being added to the system. iv. Upon satisfactory on-line operation of the system hardware and firmware, the entire installation including all subsystems shall be inspected to the satisfaction of the City. PROPOSER shall perform all tests, furnish all test equipment and consumable supplies necessary and perform any work as required to establish performance levels for the system in accordance with the specifications. Each device shall be tested as a working component of the completed system. All system controls shall be inspected for proper operation/response. e. Shop/Fleet Cameras i. Install 3 fixed Bosch Starlight Dome Cameras with mounts to monitor designated areas. ii. Install 2 PTZ Bosch Dome Camera for monitoring. iii. All Cameras will be recorded on the NetVR located at the Solid Waste Facility. iv. Furnish and install all cat5e cabling required to connect cameras. POE switch provided by the City. Parks Cameras and Access Control i. Video Surveillance 1. Install 2 Cameras to monitor designated areas 2. Cameras will be recorded on the NetVR located at the Solid Waste Facility. 3. Furnish and install Cat5e cabling required to connect cameras to the network. POE switch provided by the City. ii. Access Control 1. Provide Network Node, cabling, readers, and all required door hardware for the 4 outside doors located on each side of the building. 2. Installation of 24V power supply. Animal Shelter Cameras and Access Control i. Video Surveillance 1. Install 2 Bosch Starlight Dome cameras with audio in the front office to monitor the 2 customer counters. 2. Install wide angle Bosch Starlight Dome Camera above rear outside door to monitor clinic and Kennel. 3. All Cameras will be recorded on the NetVR located at the Solid Waste Facility. City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 14 of 23 4. Provide and install all cabling necessary to connect cameras to the network. (POE Switch will be provided by City) Access Control 1. Provide network node, cabling, readers, and all required door hardware for 4 outside doors. These include the front doors to the clinic, kennel, and main office as well as the back door to the main office. 2. Install 24V Power supply. h. Department Access Control System i. Replace all Schlage reader/door locks with applicable door controllers, readers, cabling, and misc. hardware necessary at all Fire Stations (total of 7) and the Fire Marshal's Office (single location). ii. Migrate existing users and fob information. i. City Hall and Surrounding buildings Access Control System i. Replace all Schlage reader/door locks with applicable door controllers, readers, cabling, and misc. hardware necessary at City Hall, Planning/Engineering, and Building Maintenance facilities. j. Water/Sewer Operations Access Control System i. Replace existing Hirsch door controllers utilizing all existing electric strikes, cabling, and readers at the Water/Sewer Operations facilities and the 2 wastewater treatment plants. ii. Configure badging and migrate all existing users to the new system. 9.) WARRANTY: All Proposers shall provide standard manufacturer's warranty on all products installed. Proposers shall provide information with proposal pertaining to all warranty descriptions. Warranty will be a considering factor in evaluation. 10.)EXPERIENCE: a. Personnel: i. Staff: The Proposer shall provide a description of staff and work force that will be assigned to effectively facilitate the requirements of this project. Description provided shall include, at a minimum, the number of permanent employees, part time employees, and an organizational chart reflecting their responsibilities. ii. Resumes: The Proposer shall provide maximum one -page resumes of key personnel intended to be utilized for this project. One -page resumes do not count towards page restrictions outlined in this RFP. Resumes shall include, at a minimum: • Position Title • Tenure with Proposer • Manufacturers certification for equipment service & repair (by model) • Experience • Other related information b. Company: i. Experience: Proposer shall provide a detailed description of similar city and/or county projects or contracts that currently use the proposed system, completed and/or presently provided during the past five (5) years. Provide complete contact information, name, address, phone and emails for all references. ii. Company Principals: Provide a brief biographic overview of the Company's key principals. iii. Capabilities: Proposer shall provide a description of limitations relative to facilities, staff personnel, on -going projects/ contracts, etc. Specifically, provide in RFP response what priority will be placed on this project. 11.)COMPANY ORGANIZATION: a. Primary Business: Proposers shall describe company's primary business interest and/or operations including organization and affiliations. Include the magnitude of your operation as it relates to this project. City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 15 of 23 b. Company History: Provide pertinent company historical information that will demonstrate your capability to successfully accomplish this project. c. Overview. It is the City's intent to evaluate the proposals based on technical merit and price and to choose the Proposer whose proposal provides the highest value to the City. The City reserves the right to waive any irregularities, reject any and/or all proposals, in whole or in part, when, in the City's opinion, such rejection is in the best interests of the City. d. Evaluation Method. Each proposal will be reviewed by a team of qualified individuals. Their proposal review and evaluation will be subjective; however, the weighting values are established to minimize subjectivity. The following delineates the value attributed to each section. 12.)IMPLEMENTATION: a. Onsite training shall include: i. Two (2) general users from the City ii. Up to four (4) system administrators to manage the system operation and configuration and set up users. b. The company selected shall provide 24/7 support with a maximum of 30 minute call back time after hours. 13.)CONTRACT FORMATION: a. If the negotiation produces mutual agreement, the draft contract as a part of this package will be constructed and forwarded to the Fayetteville City Council for approval. If negotiations with the highest ranking Proposer fail, negotiations shall be initiated with the next highest ranking Proposer until an agreement is reached. The City reserves the right to reject all offers and end the process without executing a contract. 14.) PROPOSAL CONTENT: a. Proposals should be prepared simply and economically, providing a straight forward, concise description its ability to meet the requirements for the project. Fancy bindings, colored displays, and promotional material are not required. Emphasis should be on completeness and clarity of content. All documents should be typewritten on standard 8'/2" x 11" white papers and bound in one volume. Exceptions would be schematics, exhibits, or other information necessary to facilitate the City of Fayetteville's ability to accurately evaluate the proposal. Limit proposal to twenty-five (25) pages or less, excluding one -page team resumes. 15.)TERM OF CONTRACT: a. The initial term of the contract shall be for a period of one (1) year, starting with the date approved by the Fayetteville City Council. The contract shall be renewable by mutual consent, at a mutually agreed fee on an annual basis thereafter for four (4) additional years, for a total contract term of five (5) years. The contract may be terminated by either party by giving the other party written notice of such intent not less than sixty (60) days prior to the effective date of the termination. In the event of termination, claims for compensation owed the consultant by the City shall be limited to verifiable services rendered. 16.)DEMONSTRATION & ORAL PRESENTATION: a. Following the evaluation of the proposals, the Selection Committee may request that the top ranking firms make an oral presentation or be interviewed. If presentations are necessary, they will take place in Fayetteville, Arkansas. Notices will be sent by the Purchasing Division. b. A demonstration of the system may be required before a final decision is made. The purchasing agent will schedule all demonstrations. City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 16 of 23 17.) SELECTION CRITERIA: SELECTION CRITERIA: The following criteria will be used by the City to evaluate and score responsive proposals. Proposers shall include sufficient information to allow the City to thoroughly evaluate and score their proposal. Each proposal submitted is not required to be ranked by the selection committee; however, all proposals will be evaluated. The contract may be awarded to the most qualified firm, per the evaluation criteria listed below, based on the evaluation of the selection committee. 1) 25% Qualifications in Relation to Specific Project to be Performed: Information reflecting qualifications of the firm. Indicated specialized experience and technical competence of the firm in connection with the type and complexity of the service required. Subcontractors, if used, must be listed with information on their organization. 2) 25% Experience, Competence, and Capacity for Performance: Information reflecting the names, titles, and qualifications (including experience and technical competence) of the major personnel assigned to this specific project. Provide detailed breakdown of subcontractor's staff to be used and how they are to be used to supplement your staff. This section of the evaluation criteria includes the amount of work presently underway for your firm; please present this in submittal. 3) 20% Proposed Method of Doing Work: A proposed work plan (description of how the project would be conducted as well as other facts concerning approach to scope you wish to present) indicating methods and schedules for accomplishing each phase of work. Include with this the amount of work presently underway. The Firm's ability and commitment to complete the project in the timeframe outlined by the City will also be taken into consideration. Evaluation of Integration into existing systems will also be a deciding factor. 4) 15% Past Performance: Previous evaluations shall be considered a significant factor. If previous evaluations with the City are not available, the professional firm's past performance records with City and others will be used, including quality of work, timely performance, diligence, ability to meet past budgets, and any other pertinent information. Firm will provide a list of similar jobs performed and person whom the City can contact for information. 5) 15% Price: Complete pricing to the City for all services described herein. The City shall pay an annual base fee. Annual fees shall not be dictated by subscribers. There shall be no additional "per user" charges. City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 17 of 23 City of Fayetteville RFP 13-11, Access Control and Security System SECTION D: Vendor References The following information is required from all firms so all statements of qualification may be reviewed and properly evaluated: COMPANY NAME: NUMBER OF YEARS IN BUSINESS: HOW LONG IN PRESENT LOCATION: TOTAL NUMBER OF CURRENT EMPLOYEES: FULL TIME PART TIME NUMBER OF EMPLOYEES PLANNED FOR THIS CONTRACT: FULL TIME PART TIME PLEASE LIST FOUR (4) GOVERNMENTAL REFERENCES THAT YOU HAVE PREVIOUSLY PERFORMED SIMILAR CONTRACT SERVICES FOR WITHIN THE PAST FIVE (5) YEARS (All fields must be completed): 1. 2. COMPANY NAME COMPANY NAME CITY, STATE, ZIP CITY, STATE, ZIP CONTACT PERSON CONTACT PERSON TELEPHONE TELEPHONE FAX NUMBER FAX NUMBER E-MAIL ADDRESS E-MAIL ADDRESS 3. 4. COMPANY NAME COMPANY NAME CITY, STATE, ZIP CITY, STATE, ZIP CONTACT PERSON CONTACT PERSON TELEPHONE TELEPHONE FAX NUMBER FAX NUMBER E-MAIL ADDRESS E-MAIL ADDRESS City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 18 of 23 City of Fayetteville RFP 13-11, Access Control and Security System SECTION E: Signature Submittal 1. Disclosure Information Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Proposer response must disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be completed and returned in order for your bid/proposal to be eligible for consideration. PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM: 1) NO KNOWN RELATIONSHIP EXISTS 2) RELATIONSHIP EXISTS (Please explain): I certify that; as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein are accurate and true; and my organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment. 2. At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or interview via telephone. Name of Firm: Name of Primary Contact: Title of Primary Contact: Phone#1 (cell preferred): E-Mail Address: Phone#2: 3. Please acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification by signing and dating below. All addendums are hereby made a part of the bid or RFP documents to the same extent as though it were originally included therein. Proposers/Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. I ADDENDUM NO. I SIGNATURE AND PRINTED NAME I DATE ACKNOWLEDGED] City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 19 of 23 4. PRICE BID: Proposers shall provide documentation clearly outlining total cost for each project per the attached "Proposal Pricing Form". Failure to submit the required "Proposal Pricing Form" could result in your proposal being rejected as non -responsive. 5. As an interested party on this project, you are required to provide debarment/suspension certification indicating in compliance with the below Federal Executive Order. Certification can be done by completing and signing this form. Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. 6. Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. Questions regarding this form should be directed to the City of Fayetteville Purchasing Division. NAME: COMPANY: PHYSICAL ADDRESS: MAILING ADDRESS- PHONE- E-MAIL: SIGNATURE: TITLE: DATE: City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 20 of 23 I City of Fayetteville RFP 13-11, Access Control and Security System SECTION F: Proposal Pricing Form All Proposers shall provide documentation clearly outlining total cost for each project per the attached "Proposal Pricing Form". Failure to submit the required "Proposal Pricing Form" could result in your proposal being rejected as non -responsive. All Proposers shall submit an MSRP sheet for all system components. Failure to submit the required MSRP retail pricing could result in your proposal being rejected as non -responsive. Hourly Hourly Installation % Discount off-MSRP Installation Rate - Rate -Installation Item# Location Total Turn Key Price* for Additional Items Primary Installer Assistant (per outside of spec* (per hour)* hour)* Al Police Department $ %,off $ per hour $ per hour _ A2 Solid Waste &Recycling $ %off $__ per hour $ per hour _ A3 Airport $ % off $ — per hour $ per hour _ A4 Central Access Control $ System Upgrades J*(r)Total Turn -Key Pricing: Complete Pricing based on provided specifications for the location. *(ir) Discount off MSRP for Additional items outside of spec: Percentage discount off of the manufacturer's MSRP retail pricing sheet shall be used for any items added outside of the scope of the locations and specifications provided in this schedule. Proposers shall provide MSRP pricing schedule showing MSRP. *(iii) HourlV Installation Rate - Primary Installer (per hour): Hourly rate to be charged to the City for a Primary, supervisor,. or master installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. {iv) HourIV Installation Rate- Installation Assistant (per hour):Hourly rate to be charged to the City for an assistant installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 21 of 23 Schedule'B: To be purchased�and installed within 3. ,,months of.contract award I It !1/ % Discount off MSRP Hourly Installation Rate Hourly Installation Rate - Installation Item# Location for Additional Items, -'Primary Installer (per Assistant (per hour)* outside of spec* hour)* 61 City Shop / Fleet % off $ per hour $_ per hour m ru B2 Parks & Recreations %off $ per hour $_ per hour ';tvl "Pricing Definiffons, U N' *(i) Discount off MSRP forAdditional Items outside of spec: Percentage discount off of he manufacturer's MSRP retail pricing sheet shall be used for any items added outside of the scope of the locations and specifications provided in this schedule. Proposers shall provide MSRP pricing schedule showing MSRP. *(it) Hourly Installation Rate - Primary Installer (per hour?. Hourly rate to:be charged to the City for a Primary, supervisor, or master installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. *00 Hourly Installation Rate - Installation Assistant (per hour):Houriy rate to be charged to the City for an assistant installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. E aS`�hedule C Tn be cl In l it `� I" la t�l�f ct al rc ` „�, punch"ase l _ a 1 1r rawItem# % Discount off MSRP Hourly Installation Rate Hourly Installation Rate -Installation Location for Additional Items -Primary Installer (per Assistant (per hour)* outside of spec* hour)* C1 Animal Shelter % Off $ per hour $ per hour Fire Stations (7 locations) C2 and Fire Marshall Office % off $ per hour $ per hour (1 location) C "«P crngDefiarrts _, ,t �:f t *(r) Discount off MSRP for Additional Items outside of spec. Percentage discount off of the manufacturer's MSRP retail pricing sheet shall be used for any items added outside of the scope of the locations and specifications provided in this schedule. Proposers shall provide MSRP pricing schedule showing MSRP. *(ii) Hourly Installation Rate- Primary Installer (per hour): Hourly rate to be charged to the City for a Primary, supervisor, or master installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. "(ill) Hourly installation Rate - Installation Assistant (per hour): Hourly rate to be charged to the City for an assistant installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 22 of 23 Schedule E: Miscellaneous Itemsfor installation (for items not listed on MSRP) Item# Description Mark Up Percentage* E9 Material (Cost plus %): Materials cost from $000-$100. % W E2 Material (Cost plus %}; Materials cost from $101-$500 % d: _ E3, Material (Cost plus %): Materials costfrom $501-$1000 % d (J E4 Material (Cost plus %)' Materials cost from $1001-$5000 _ % co E5 Material {Cost plus %): Materials cost from $5001 and up *Pricing Definitions *Mark Up Percentage: Awarded proposer's cost of material plus the mark up percentage provided. This schedule shall be used for miscellaneous items not listed on the provided M`SRP discount. This schedule shall only apply to Schedule A in the eventthe City adds scope of work outside of the provided specifications. This form includes Schedules A — E END OF FORM City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 23 of 23 THE CITY OF FAYETTEVILLE, APKANSAS Community Services I Development Services 125 W. Mountain Street Fayetteville, AR 72701 479.575.8260 N Mailing Address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayettevil le-ar.gov RFP 13-11,Addendum 4 Date: Monday, August 12, 2013 To: All Prospective Vendors N From: Andrea Foren, CPPO, CPPB — 479.575.8220 — aforen aci.fayetteville.ar.us RE: RFP 13-11, Access Control and Security System This addendum is hereby made a part of the contract documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate section of the RFP. Failure to do so may subject Proposer to disqualification. • RFP 13-11 has the following modifications and clarifications listed below: 1. Modification on Section F: Proposal Pricing Form a. All Proposers shall include licensing badging in items A5 and A6, respectively. i. Reference Pricing Proposal Form issued with Addendum 3; Line Item A5 is hereby modified to read: Licensing and badging costs for upgrading from 16 to 64 portals. ii. Reference Pricing Proposal Form issued with Addendum 3; Line Item A5 is hereby modified to read: Licensing and badging costs for upgrading from 16 to 128 portals. 2. Proposers are required to send only one copy of MSRP retail pricing sheets. Proposal submittal requirements are modified to the following: a. All Proposers shall submit ten (10) sets of their proposal as well as one (1) electronic copy on a properly labeled CD or other electronic media device; however, Proposers only need submit one (1) hard copy of any MSRP retail pricing sheets. Current MSRP retail pricing sheets shall be included in the electronic copy. The use of Adobe PDF documents is strongly recommended. Files contained on the electronic media shall not be restricted against saving or printing. The electronic copy shall include an electronic replica of all papers submitted. Electronic copies shall not be submitted via e-mail. City of Fayetteville, Arkansas RFP 13-11, Addendum 4 Page 1 of 1 nmmnwnmmsnmm mnninn Telecommunications Device for the flea( TDD (479) 521-131 S 113 West Mountain - rayettevifle, AR 72701 RFP 13-11, Addendum 3 Date: Thursday, August 08, 2013 To: All Prospective Vendors From: Andrea Foren, CPPB, CPPO — 479.575.8220 — aforenaa,ci.favetteville.ar.us RE: RFP 13-11, Access Control and Security System I This addendum is hereby made a part of the contract documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate section of the RFP. Failure to do so may subject Proposer to disqualification. • RFP 13-11 has the following modifications and clarifications listed below: 1. Section F: Proposal Pricing Form is hereby replaced and attached. All Proposers shall use the revised pricing forms provided in Addendum 3. Failure to correctly submit accurate pricing forms can result in Proposal rejection. 2. Revision of the Proposal Pricing Form includes the following changes: a. Line Al for Police Department: Portal Licensing removed; PRICE PROPOSED FOR LINE ITEM Al SHALL NOT INCLUDE ADDITIONAL PORTAL LICENSING. b. Line A2 for Solid Waste: Portal Licensing removed; PRICE PROPOSED FOR LINE ITEM A2 SHALL NOT INCLUDE ADDITIONAL PORTAL LICENSING. c. Line A3 for Airport: Portal Licensing removed, add Feature Licenses; PRICE PROPOSED FOR LINE ITEM A3 SHALL NOT INCLUDE ADDITIONAL PORTAL LICENSING. d. Line A5 added: Licensing cost for upgrading from 16 to 64 portals. The City will evaluate portal needs and make a decision on which package to purchase. The City intends to purchase Line A5 or Line A6. e. Line A6 added: Licensing cost for upgrading from 16 to 128 portals. The City will evaluate portal needs and make a decision on which package to purchase. The City intends to purchase Line A5 or Line A6. City of Fayetteville, Arkansas RFP 13-11, Addendum 3 Page 1 of 4 ielecoanmunications Device for the Deaf TTDD t4793 521-1316 1131A.'est tY1ouamain -Fayetteville, AR 72701 City of Fayetteville RFP 13-11, Access Control and Security System SECTION F: Proposal Pricing Form — Revised per Addendum 3 All Proposers shall provide documentation clearly outlining total cost for each project per the attached "Proposal Pricing Form". Failure to submit the required "Proposal Pricing Form" could result in your proposal being rejected as non- responsive. All Proposers shall submit an MSRP sheet for all system components. Failure to submit the required MSRP retail pricing could result in your proposal being rejected as non -responsive. State of Arkansas Contractors License Number: % Discount off MSRP Hourly installation Hourly Installation Item# Location Total Turn Key Price* for Additional Items Rate - Primary Rate -Installation outside of spec** Installer (per hour)*** Assistant (per hour) — Police Department, all 4 locations: (including but not limited to all hardware, installation, configuration, partitioning, Al training, 5% bid bond, 100% performance $ % off $ per hour $ per hour and payment bond, etc.) PRICE SHALL NOT INCLUDE ADDITIONAL PORTAL LICENSING Solid Waste & Recycling: (including but not limited to all hardware, installation, configuration, and training, 5% bid bond, A2 100% performance:. and payment bond, $ '%off. $ per hour $ perhour etc.) PRICE SHALL NOT INCLUDE Airport: (including but not limited to all hardware, installation; configuration; and 3 training, 5% bid bond, 100% performance $ and payment bond, Feature Licenses, etc.) PRICE SHALL NOT INCLUDE ADDITIONAL PORTAL LICENSING t SUM OF ITEMS Al, AZ AND A3 $ Licensing cost for upgrading from 16 to 64 portals: Licensing cost for upgrading from 16 to 128 portals: 5% E %off 1 $. per hour I s per VITH PROPOSAL I A4 A3) PRICING FOR UPGRADING FROM 16 TO 64 PORTALS PRICING FOR UPGRADING FROM 16 TO 128 PORTALS rtal Turn -Key Pricing: Complete Pricing based on provided specifications forthe location. Five (5) percent Bid Bond shall be submitted for Item A4 (the total cost of Item Al, A2, and A3) Discount off MSRP for Additional Items outside of spec: Percentage discount off of the manufacturers MSRP retail pricing sheet shall be used for any items d outside ofthe scope ofthe locations and specifications provided in this schedule. Proposers shall provide MSRP pricing schedule showing MSRP. ) Hourly Installation Rate - Primary Installer (per hourk Hourly rate to be charged to the Cityfor a Primary; supervisor, or master installer to provide lation services outside ofthe scope ofthe locations and specifications provided in this schedule. v) Hourly Installation Rate - Installation Assistant (per hour Hourly rate to be charged to the Cityfor an assistant installer to provide installation services ie ofthe scope ofthe locations and specifications provided in this schedule. v) Hourly Installation Rate - Installation Assistant (per hour Hourly rate to be charged to the City for an assistant installerto provide installation services Je ofthe scope ofthe locations and specifications provided in this schedule. City of Fayetteville, Arkansas RFP 13-11, Addendum 3 Page 2 of 4 Telerornrnunirations Device for the Deal TDD (479) 521-1.316 113 West Mountain -Fayetteville, Afl 72701 Schedule B: To be' urchased.aind installed within 3-6 months of contract award PCoposal Pncitig Form,,Addendurri aoini i mini i in atnt�i n ainmareinimalni In oimnia mainmiamini i ini ian mi �nrei ,! it DI % Discount off MSRP for Hourly Installation Rate Hourly Installation Rate -Installation Item# Location Additional items outside of Primary Installer (per Assistant (perhour)* Spec* hour)* m B1 City Shop t Fleet % off $ per hour $ per hour V, y' B2 Parks &Recreations %off $ per hour $ per hour tYi "*Pricing,Definitions *(i) Discount off MSRP for Additional Items outside of spec: Percentage discount off of the manufacturer's MSRP retail pricing sheet shall be used for any items added outside of the scope of the locations and. specifications provided in this schedule. Proposers shall provide MSRP ph.cing schedule showing MSRP. *(ii) H ouriv Installation Rate - Primary Installer (per hourk Hourly rate to be charged to the City fora Primary, supervisor, or master installer to provide installation services outside ofthe scope of the locations:and specifications provided in this schedule. *(W).Hourly Installation Rate - Installation Assistant. (per hourlHourly rate to.be,charged to the City for an assistant installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. 'Q �f �- . t1..; nthsofontractawad,/ r.M.,....: w., ! q t l�i«.../y ....... �'. 5'o Discount off MSRP for Hourly Installation Rate Hourly Installation Rate -Installation Item# LocationAdditional Items outside of -Primary Installer (per Assistant (per hour)* Spec* hour)* C1 Animal Shelter %off $ per hour $ per hour Z3 Fire Stations (7 locations) and Fire Marshall C2 % off $ per hour $ per hour s Office (# location) uo :.k .� u„ e:F .s<„ «. p„sl'16CttIgFDnitRl1S *... ,�xF� € , t ra«u s.«c'�ia `•''^ z:a-f s' "' *(i) Discount off MSRP for Additional Items outside ofspec; Percentage discount offof the manufacturer's MSRP retail pricing sheet shall be used for any items. added outside ofthe scope ofthe locations and specifications provided in this schedule. Proposers shall provide MSRP pricing schedule showing MSRP. *(ii) Hourly Installation Rate - Primary Installer (per hour Y Houry rate to be'charged to the City for a Primary, supervisor, or master installerto provide installation services outside ofthe scope ofthe locations. and specifications provided in this schedule. f'a '(iii) Hourly Installation Rate - Installation Assistant (per hourkHoudy rate .to'be charged to the City for an assistant installer to provide installation services outside ofthe scope ofthe locations and specifications provided in this schedule. City of Fayetteville, Arkansas RFP 13-11, Addendum 3 Page 3 of 4 ielecornn 3unications Device for the Deaf TDD (479) 521-1316 113 West Mountain -Fayetteville, AS 72701 rim Gib tual> T pure Ir��'talte ��'� P Ny`6k``44� �'(:C b C4\,�3,5.'. ,! ! ..!'�„@, �.la"/"�: �,1 ,;- / ! p��F s^4 ,.� a��l!'.?' 6� ✓ E� . l,,: �' .° _.. , a,� _ _.. P''.. t`�A ��,.�� .. >,,,�. ��`�� .�r'...:.._r �..�_i}t�, �,£}�i1,(.��t�t,<,'rl 3 �ffs'�i.��/', � A,��.�, 3 �`nF..>.� .�,"_`�.•i.�;.C.,.�r_>^,`�:; iuuuaaua,;auuwu,ul;urluYi;u;u;iu,uinLiuluus,; a; i,aru,aar;;,,;aua„,;uu; uuuiun,i,; Item# Location % Discount off MSRP for Additional items outside of Hourly Installation Rate Primary Installer (per Hourly Installation Rate -Installation Assistant (per hour)* spec* hour)* >; 1,: DI Q; City Hall, and Building Maintenance %oft $ per hour $ per hour ni D2 Water & Sewer Operations %oft $ per hour $ _ per hour �. Fly/%1��13�C(' .f�/�//�� .'��¢. �� t ��v"5 _:- �2�� '2 :r'�wpp� }� a w.h !�S'e'" ,"! f 3 F ��. ! � ,�41� � ✓ .��,. .,,,, {Sb ��,r..,,,i..�C'4.F..c v?.. ��,�i,.t�Fe F'. .,�J��P[��Y/.il��•.e�YC.%�8�.:. .in n...@a ....�1,4 cY�.u�.4�.�1'�-u•:cl[Y�t�Xr�.,e .�.L 69"..:6R"�'`T>iV,��r�.,. .._: „s,,:=�:; �...sv�,r: *(i) Discount off MSRP for Additional Items: outside of spec Percentage discount off of the manufacturer's MSRP retail pricing sheet shall be used for any items added outside ofthe scope ofthe locations and specifications provided in this schedule. Proposers shall provide MSRP pricing schedule showing MSRP. *.. (u) Hourly Installation Rate - Primary Installer (per hour) Hourly rate to be charged to the City fora Primary, supervisor, or master installer to provide installation. services outside of the'scope ofthe locations and' specifications provided in this schedule. *(il)'Hourly installation Rate - I n sta I lation Assista nt filer hourtHourlyrate tobe charged to the City for an assistant insta11ertoprovide installation services outside - of the scope of the locations and specifications provided inthis schedule. �INr ylFsy Mark Up Percentage* Item# Description El Material (Cost Plus %): Materials cost from $000-$100 ' E2 Material (Cost plus %): Materials cost from $101-$500 % E3 >xGFa. d� Material (Cost plus%): Materials cost from $501-$1000 % Nt E4 Material:(Costplus %): Materials cost from $7001-$5000 % E5 Material (Cost plus %): Materials cost from $5001 and up % NOfAt1,3"�r�,�,.�: a *Mark Up Percentaae: Awarded proposer's cost of material plus the mark up percentage provided per project location. This schedule shall be used for miscellaneous items not listed on the provided MSRP discount. This.schedule shall only apply to Schedule A in the event the City adds scope of work outside of the provided specifications. Awarded proposer shall provide the City with a materials listing showing separate mark up percentage added. Material listings are subject to verification and audit by the City. END OF ADDENDUM 3 - REVISED SECTION F City of Fayetteville, Arkansas RFP 13-11, Addendum 3 Pa e4of4 Telecommunications Device for the Deaf TDD (479) 571-1316 113 +Arest Mountain - rayetteville, Ail 72701 RFP 13-11, Addendum 2 Date: Wednesday, August 07, 2013 To: All Prospective Vendors From: Andrea Foren, CPPB, CPPO — 479.575.8220 — aforen .ci.fayetteville.ar.us RE: RFP 13-11, Access Control and Security System ARKANSAS This addendum is hereby made a part of the contract documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate section of the RFP. Failure to do so may subject Proposer to disqualification. • RFP 13-11 has the following modifications and clarifications listed below: 1. Section F: Proposal Pricing Form is hereby replaced with the included revised Section F. All Proposers shall use the revised pricing forms provided in this Addendum. Failure to use correct pricing forms will result in Proposal rejection. 2. All Proposers shall be licensed by the State of Arkansas Contractor Licensing Board at time of bid. Proposals from unlicensed entities shall not be accepted or considered. 3. The following insurance shall be required of the awarded Proposer within ten (10) calendar days of an issued Notice to Proceed. Certificates of insurance are not required to respond with the RFP; however, the requirements are being provided so that all Proposers have a clear understanding what will be required with a contract award. Certificate of Insurance shall list the City as an additional insured. a. Worker's Compensation, Statutory amount b. General Automotive Insurance c. General Liability Insurance — minimum $500,000 4. Any individual project exceeding $75,000 will be subject to wage rates determined by the Arkansas Department of Labor. 5. Each proposal shall be accompanied by a cashier's check from a bank doing business in the State of Arkansas or a corporate bid bond in an amount not less than five (5) percent of the amount bid. Bid bond shall be based on Item A4 (totaled by the sum of Item Al, A2 and A3). 6. A one hundred percent (100%) performance and payment bond is required with contract awarded and shall be file marked by the Washington County Circuit Clerk's Office upon receipt to the City. A State of Arkansas Contractor's License is required for all bids. a. The price of required 100% performance and payment bond shall be included in the Total Turn Key Price listed in Schedule Al, A2 and A3. b. For projects not applicable to Schedule A, the awarded Proposer shall provide a 100% performance and payment bond for any additional project exceeding $20,000 for Schedule B, C, and D. The City shall pay actual cost for bonds to Proposer. Proposer shall not add a mark up or fee in addition to the cost of the 100% performance and payment bond. 7. The awarded Proposer shall be subject to the following for all Police Department locations: City of Fayetteville, Arkansas RFP 13-11, Addendum 2 Pa e 1 of 8 "releco3nmunications Device, for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701 a. All on -site persons will be required to sign a Vendor Confidentiality Agreement. b. Vendor Confidentiality Agreement shall be signed on -site at the Fayetteville Police Department. c. All on -site persons will be required to present a valid picture ID prior to signing such agreement. 8. The City of Fayetteville currently has S2 NetBox Extreme, licensed for 16 portals. Currently, 7 of these portals are in use. Remaining unused portals shall not be applied to locations listed in Schedule A. a. The remaining unused portals shall not be used or considered when determining licensing needs for Schedule A. Each location listed in Schedule A shall include all portal licensing needed for the complete project. b. The City does not anticipate a need to upgrade to an S2 NetBox Enterprise level of licensing. 9. S2 equipment and software, or equal as determined by the City, shall be used. In the event a Proposer provides pricing for items other than S2 and such equipment is deemed not equal, such Proposer shall not be allowed to revise their Proposal. 10. Any conduit needed shall be the responsibility of the City of Fayetteville. 11. City shall retain ownership of all removed hardware. 12. The City desires to record HD quality for a minimum of two weeks. System shall be capable of recording audio as well. 13. The City of Fayetteville intends to re -use existing fobs. Proposer shall not include pricing for fobs in proposal. 14. Multi -class readers shall be installed for all locations on all doors specified. 15. Proposer shall be responsible for connecting the new access control and security system with the existing City fire alarm system in accordance with fire code. Proposer shall coordinate with the City on testing the integration of the access control system with the existing fire alarm system. 16. The City intends to re -use existing strikes and mag locks on all specified doors? Proposers do not include pricing for replacing these items. In the event a strike or a mag lock needs to be replaced, this will be handled via pre - approved change order. 17. All Proposers shall include replacement of cabling between doors and controllers. 18. Installing door reader on wall using surface mount conduit is allowed on locations where door frame is solid concrete. Door readers can be wall mounted at other locations with flush mount to the door frame or adjacent wall. 19. At the Police Department, main location, two evidence room doors shall be identically keyed separate from all other Police Department doors. 20. Grade 1 commercial product replacement required on all hardware replacements. 21. Electric strike shall be installed on all Schlage equipped doors. 22. Proposer shall not include pricing for door closure installation on any doors. In the event the City desires a closure to be installed, this will be handled post -bid via pre -approved change order. 23. Police Department Mall location currently has electric strikes and re -usable existing door hardware. Both the Legacy and WRMC locations for the Police Department have Schlage door locks which will require replacement. 24. Pricing shall include base door configuration for each specified door. 25. Proposers are responsible for field verifying existing conditions. City of Fayetteville, Arkansas RFP 13-11, Addendum 2 Pa e2of8 Telecommunications Device for the deaf TO 479) 521-1316 113 West � 1c untain - raypneville, All 72701 26. Proposers can assume compatibility for existing Airport badging system. In the event existing badging system is not compatible, the City will be responsible for providing compatible equipment. 27. Awarded Proposer shall provide the City with a materials listing showing separate mark up percentage added. Material listings are subject to verification and audit by the City. 28. The City intends to award a single contract to one Proposer resulting from this RFP. 29. The City reserves the right to award additional projects on an as -needed basis. Pricing for additional as -needed projects shall be determined by the number of months past the contract award date in relation to the pricing schedules submitted. 30. Proposer shall be responsible for all permits required. Any permit issued by the City of Fayetteville will have permit fees waived; however, actual permit process shall still be completed. 31. Section G is hereby added via this addendum. Section G is a draft contract to be signed with the City by the selected Proposer/Vendor. City of Fayetteville, Arkansas RFP 13-11, Addendum 2 Pa e3of8 ielecomrnunications Device for the Deaf TDD (479)521-1316 113 crest t�,loim'lain - Fayettevghe, AR72701 City of Fayetteville RFP 13-11, Access Control and Security System SECTION F: Proposal Pricing Form — Revised per Addendum 2 All Proposers shall provide documentation clearly outlining total cost for each project per the attached "Proposal Pricing Form". Failure to submit the required "Proposal Pricing Form" could result in your proposal being rejected as non -responsive. All Proposers shall submit an MSRP sheet for all system components. Failure to submit the required MSRP retail pricing could result in your proposal being rejected as non -responsive. State of Arkansas Contractors License Number: % Discount off MSRP- Hourly Installation Hourly Installation Item# Location Total Turn Key Price* for Additional Items Rate - Primary Rate Installation outside of s ec** Installer (per Assistant (per P hour)*- hour)* ** Police Department, all 4locations: (including but not limited to: all hardware, additional required licensing, installation, configuration, partitioning, training, 5% bid bond, 100% performance and payment bond, etc.) Solid Waste & Recycling: (including but not limited to all hardware, additional required licensing, installation, configuration, and training, 5% bid bond, 100% performance and payment bond, Airport: (including but not limited to all hardware, additional required licensing, A3 installation, configuration; and training, 5% bid bond, 100% performance and payment bond, etc.) A4 SUM OF ITEMS Al, A2, AND A3 %off I $ hour Per I $ per %off I $ hour Per I $ per $ I % off I $ hour Per I .$ 5% BID BOND SHALL BE SUBMITTED WI $ BASED ON PRICE IN ITEM) (SUM OF ITEMS Al, A2, & A per *(i)Total Turn -Key Pricing: Complete Pricing based on provided specifications for the location. Five (5) percent Bid Bond shall be submitted fc Item A4 (the sum total cost of Item Al, A2, and A3) —(ii) Discount off MSRP for Additional Items outside of spec Percentage discount off of the manufacturer's MSRP retail pricing sheet shall be used for any items added outside of the scope of the locations and specifications provided in this schedule. Proposers shall provide MSRP'pricing schedule showing MSRP. (N) Hourly Installation Rate - Primary Installer (per hour): Hourly rate to be charged to the City for a Primary, supervisor, or master installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. (iv) Hourly Installation Rate - Installation Assistant (per hour):Hourly rate to be charged to the City for an assistant installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. —*(iv) Hourly Installation Rate - Installation Assistant (per hour):Hourly rate to be charged to the City for an assistant installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. City of Fayetteville, Arkansas RFP 13-11, Addendum 2 Page 4 of 8 Telecommunications Device for the Deaf TDD (479) 521-1 316 113 VVest ulouri'ain -Fayetteville, Alt 72701 % Discount off MSRP IHourly Installation Rate) Hourly Installation Rate - Installation I Item# Location for Additional Items - Primary Installer (per assistant (per hour)* outside of spec* hour)* City Shop / Fleet I P%off I $ per hour I $ per hour Parks & Recreations I °%:off I $ per hour I $ per hour rrunry uauurervna *(i) Discount off MSRP for Additionaiatems outside of spec-: Percentage discount off of the manufacturer's MSRP retail pricing sheet shall; be used for any items added "outside of the scope of the locations and specifications provided in this schedule. Proposers shall provide MSRP pricing (n) Hourly Installation Rate - Primary Installer (per hour): Hourly rate to be charged to the City for a Primary, supervisor, or master installer to provide` installation services outside of the scope of the locations and specifications provided .in this schedule. (ts) Hourly Installation Rate.- Installation Assistant (per hour)`.Hourly rate to be charged to the City for an assistant installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. ' 9 ^ir"`t�"�✓r Now '$i:tw�iFa .l.�.'ci j?urGltas�dtlt:i tl l'rJt,�� iAilLii� �n ti !1 r"r r rr v z Pro os 1 Prtel Forrrl t� z^�; �,.. wf��3dnc a Item# Location % Discount off MSRP for Additional Items 'Hourly Installation Rate - Primary Installer (per Hourly Installation Rate -installation outside of spec* hour)* Assistant (per hour)* C2 Animal Shelter °% off $ per hour $ per hour C2 Fire Stations (7 locations), and Fire Office Marshall Olocation) off $ per hour $' per hour (1 t;>, �� < �i �t,+ f ' *iyYf4'Tpt,�' i�ei�/i}trOtr7S ��• 3 � rs" cb f 4 r�r" �`� ie'drsri� �� c. " *(i) Discount off MSRP for Additional Items outside of spec: Percentage discount off ofthe manufacturer's MSRP retail pricing sheet shall be s = used for any items added>outside of the scope of the locations and specifications provided in this schedule. Proposers shall provide MSRP pricing t schedule showing MSRP. IN Hourly Installation Rate - Primary Installer (per hour): Hourly rate to be charged to the City for a Primary, supervisor, or master installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. *(ih) Hourly Installation Rate - Installation Assistant (per hour):Hourly rate to be charged to the City for an assistant installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. City of Fayetteville, Arkansas RFP 13-11, Addendum 2 Pa e5of8 7elecornrnunications Device for the Deaf TDD (479i 521-1111 G 113 West i'Aountain - Payette-vilie, AR 72701 i� P�. h" E5 F r' '� vGhetl�I�Yt25f1�1? F G i1� .N)`' 'k f *�"s/ �1?4r�C'S1tf'C�� F° �fr f` �l�G Y'Y / ✓f rk... .v w• �L o Losa N,Y'/sx ,//%�i` q-0-10 A y� �s „ .�5?� '�+3;.. -•r,A .,. ,. ,in�. 4.. ., .n. .,. r. ,, `}'................._ ,,,_......_,_..,,.., ,,,,., Rr `d lCvl _Fs� ,,... ,-.,a ,.w,„�,,,,. �.'..-,._,.I1H...�., e %i` ..,_ram ,. �. .., ,.��.�:,.� (I,.,.�,.,v .. �..f� , .' ... F��....:N .i.A_,3. f 11 diI % Discount off MSRP Hourly Installation Rate Hourly Installation Rate -:Installation Item# Location for Additional Items -Primary Installer (per Assistant (per hour)* outside of spec* hour)* D1 City Hall, Engineering/Planning, and %off $ per hour $ perhour Building Maintenance f. D2 Water &Sewer Operations °% off $ perhour $ perhour a. i...� ..-s ,• . :c�i �6/�F *(i)': Discount off MSRP for Additional Items outside of spec:Percentage'discount off of the manufacturer's MSRP retail pricing sheet shall be used for any items added outside of the scope of the locations and specifications provided in this schedule. Proposers shall provide MSRP pricing, schedule showing MSRP, *(ir); Hourly Installation Rate - Primary Installer (per hour): Hourly rate to be charged.to the City for a Primary, supervisor, or master installer to provide installation services outside :of the scope of the locations and specifications provided in this scheduler *(iii):Hourly Installation Rate -Installation Assistant (per hour):Hourly rate to be charged to the City for an assistant installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. u� ' Mark Up Percentage* Item# Description E? Material (Cost plus %): Materials cost from $000-$100 % E2 Material (Cost plus %): Materials cost from $101-$500 % E3 Material (Cost plus %): Materials cost from $501-$1000 % E4 Material (Cost plus %): Materials cost from $100145000 % E5 y Material (Cost plus %): Materials cost from $5001 and up % *Mark Ua Percentacre : Awarded proposer's cost of material plus the markup percentage provided per project location. This schedule shall be used for miscellaneous` items not listed on the provided MSRP discount. This schedule shall only apply to Schedule A in the event the City adds scope of work outside of the provided specifications. Awarded proposer shall provide the City with a materials listing showing separate markup percentage added. Material listings are subject: to verification and audit by the City, END OF REVISED SECTION F City of Fayetteville, Arkansas RFP 13-11, Addendum 2 Pa e6of8 Telecommunications Device for the Deaf TL)D (479) 521-1316 113West Nlountain -Fayetteville, AR 72701 City of Fayetteville RFP 13-11, Access Control and Security System SECTION G: Draft Contract CONTRACT Reference: RFP 13-11, Access Control and Security System Awarded Vendor: VENDOR NAME Term: 1 year with 4 automatic renewal options This contract executed this day of 2031, between the City of Fayetteville, Arkansas, and VENDOR NAME In consideration of the mutual covenants contained herein, the parties agree as follows: 1. VENDOR NAME at its own cost and expense shall furnish all labor, materials, supplies, machinery, equipment, tools, supervision, bonds, insurance, tax permits, and all other accessories and services necessary to complete items per RFP 13-11 as stated in VENDOR NAME proposal, and in accordance with specifications attached hereto and made a part hereof under RFP 13-11. 2. The City of Fayetteville shall pay VENDOR NAME based on its proposal form in pricing as shown in RFP response and attached to this contract. Payments will be made after approval and acceptance of work, submission of detailed invoice, and submission of certified payroll. Payments will be made within a maximum 30 days after acceptance of invoice. VENDOR NAME agrees to make detailed invoicing related documentation available to the City upon request (for example, during a post -award audit), including but not limited to actual cost of material, etc. 3. It is explicitly understood and agreed to by VENDOR NAME and the City of Fayetteville that the total amount of funding that the City of Fayetteville may use for this and four other similar contracts must be pre -approved by the Fayetteville City Council for all individual projects exceeding $20,000.00. The City will order any work to be done by VENDOR NAME by issuing a Purchase Order for such work or project which shall be the City's assurance that sufficient funds remain to pay for such work or project. VENDOR NAME shall not start work on any project unless and until it receives the City's Purchase Order for such work or project. 4. The Contract documents which comprise this contract between the City of Fayetteville and VENDOR NAME consist of this Contract and the following documents attached hereto, and made a part hereof: A. Request for Proposal identified RFP 13-11 with all addendums, specifications & conditions. B. VENDOR NAME proposal response, including mark up on materials and hourly rates. 5. These Contract documents constitute the entire agreement between the City of Fayetteville and VENDOR NAME and may be modified only by a duly executed written instrument signed by the City of Fayetteville and VENDOR NAME. 6. VENDOR NAME shall not assign its duties under the terms of this agreement. 7. VENDOR NAME agrees to hold the City of Fayetteville harmless and indemnify the City of Fayetteville, against any and all claims for property damage, personal injury or death, arising from performance of this contract. This clause shall not in any form or manner be construed to waive that tort immunity set forth under Arkansas Law. a. Arkansas Department of Labor Prevailing Wage Rates - VENDOR NAME agrees to pay wage rates issued by the Arkansas Department of Labor for all projects exceeding $75,000. 8. VENDOR NAME shall furnish a certificate of insurance addressed to the City of Fayetteville, showing that he carries the following insurance which shall be maintained throughout the term of the Contract. Any work sublet, the contractor shall require the subcontractor similarly to provide worker's compensation insurance. In case any employee engaged in work on the project under this contract is not protected under Worker's Compensation Insurance, VENDOR NAME shall provide and shall cause each Subcontractor to provide adequate employer's liability insurance for the protection of such of his employees as are not otherwise protected. City of Fayetteville, Arkansas RFP 13-11, Addendum 2 Paae 7 of 8 T elecomrnunications Device for the Deaf TDD (479) 521-1.316 113 Vilest Mountain - Fayetteville, AR 72701 Workmen's Compensation Statutory Amount Comprehensive General & Automobile Insurance Bodily Injury Liability $500,000 for each person injured. $1,000,000 for each accident. Property Damage Liability $500,000 aggregate. The premiums for all insurance and the bond required herein shall be paid by VENDOR NAME 9. VENDOR NAME to furnish proof of licensure and permits as required by all local and state agencies. 10. This contract may be terminated without penalty by the City of Fayetteville or VENDOR NAME with sixty (60) days written notice. 11. Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the contractor will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized photo coping costs pursuant to the FOIA may be assessed for this compliance. 12. Changes in Scope or Price: Changes, modifications, or amendments in scope, price or fees to this contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the City Council in advance of the change in scope, cost or fees. VENDOR CITY OF FAYETTEVILLE, NAME ARKANSAS By: LIONELD JORDAN, Mayor Printed Name & Title ATTEST: ATTEST. - Company Secretary Sondra Smith, City Clerk Date Signed: Business Address City, State & Zip Code Date Signed: City of Fayetteville, Arkansas RFP 13-11, Addendum 2 Pa e8of8 Telecommunications 'Device for the Deaf TDD (479) 521-1316 113 West Mountain Payettevilie, AR 72701 RFP 13-11, Addendum 1 Date: Tuesday, August 06, 2013 To: All Prospective Vendors From: Andrea Foren, CPPB, CPPO — 479.575.8220 — aforen(a,ci.fayetteville.ar.us RE: RFP 13-11, Access Control and Security System ARKANSA N This addendum is hereby made a part of the contract documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate section of the RFP. Failure to do so may subject Proposer to disqualification. • RFP 13-11 has the following modifications and clarifications listed below: 1. The deadline to submit a proposal in reference to this RFP has been extended. All proposals are due before Friday, August 16, 2013 before 2:00 PM, local time. 2. The City is planning on issuing Addendum 2 this week with clarifications and modifications from the pre -proposal conference held last week. 3. Attached is a copy of the sign -in sheet from the pre -proposal conference held on Wednesday, July 31, 2013. City of Fayetteville, Arkansas RFP 13-11, Addendum 1 Pa e1 of ietecommunications Device for the Dear 1'Dt? (479)521-1316 113 West Nlountain - Fayetteville, AR 72701 City of Fayetteville Tayve le Attendance Sheet A R K A N S A S BID/RFP/RFQ #: P /3_l� ��i1'i�t`o B 5YS /M Description: Pr — Function (circle one) : Bid Opening, Selection Committee Meeting, sginterview Date: 01'7_/ 3 ( / 1,3 Time:_JQ',Q Name Company 1 2`jecv�L 3 6MAI 1V'- GA7-1b. f 4 vv A 1 " e 5 (r Po L f e- �- 7 ly�eC �UffOV��/f°tGSi2r-�PCtn �ICCfCa�LS.1ttL v A I �.r nnc�J 10 >tf (-�otees' 1/ -PV S" 11 _ Jd�zftNsu G weL 12 %�e,� �'i fi%idPtI�C[ 13 14 15 /_/ -/�� 1 i �A ijWLnA_2,.'W am 16 17 18 19 20 Title Phone Tbv off �>C� - 935__1 - �e�� City staff e-mail includes "@ci.fayetteville.ar.us" Email O� ►. e YOV 01 C. n M �On LA *I —I 4/ 4`,q14�_S (Pe// I -, Ilk lirllt.y/•l.C�' FITT,.��-,C�cl V7'ffG?y' 91$'�.j2" )%�i6 Pl��00� LOqu'+ �,Do,C�✓1C�''r,aszer�e�0�. COh c J, xb." t v� Add �-� terns"Gv 5ii try ? S- Cp L_ 7 Z Z. Z �3 G %- s �4°7�-3t��i��Zta l '"i" °��.,��1 �},V 1�s►�1t�,�� -?Ix 557 'V7c(-ZI%r Z!! G gltq- aw a6elne cc; City of Fayetteville, Arkansas Purchasing Division — Room 306 113 W. Mountain 6ev BW Fayetteville, AR 72701 A R K A N S A S Phone: 479.575.8220 TDD (Telecommunication Device for the Deaf): 479.521.1316 •� tly A ■ w � i ,1jr # o • sue. w ^ �' a•! a PURCHAONGAGENT:Andrea Foren, CPPB, CPPO, aforen@ci.fayetteville.ar.us DATE OF ISSUE AND ADVERTISEMENT: Friday, July 19, 2013 REQUEST FOR PROPOSAL RFP 13-11, Access Control and Security System No late proposals shall be accepted. RFP's shall be submitted in sealed envelopes labeled with the project number and name as well as the name and address of the firm. All proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each Proposer is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. Any bid, proposal, or statements of qualification will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of submitting, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Agent. Name of Firm: Royal Communications, Inc. Contact Person: Greg Powell Title. Sales Manager E-Mail: cfpowell@royalc.net Phone: 501-978-7492 Business Address: 1086 Athens Ave. Ste . N City: Bethel Heights State: AR Zip: 72764 Signature: 1 L\A Date. 5 / 201 3 City of Fayetteville. AR RFP 13-11. Access Control and Security System Page 1 of 23 City of Fayetteville RFP 13-11, Access Control and Security System SECTION E: Signature Submittal 1. Disclosure Information Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Proposer response must disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be completed and returned in order for your bid/proposal to be eligible for consideration. PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM: X 1) NO KNOWN RELATIONSHIP EXISTS 2) RELATIONSHIP EXISTS (Please explain): I certify that; as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein are accurate and true; and my organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment. 2. At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or interview via telephone. Name of Firm: Royal Communications, Inc Name of Primary Contact: Creq Pciw 1 1 Title of Primary Contact: Sales Manager Phone#1 (cell preferred): 5n1 _A9'1_40A4 Phone#2: sn1 _9:18_7 }a2 E-Mail Address: cjpowell@royalc.net 3. Please acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification by signing and dating below. All addendums are hereby made a part of the bid or RFP documents to the same extent as though it were originally included therein. Proposers/Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. ADDENDUM NO. SIGNATURE AND PRINTED NAME DATE ACKNOWLEDGED 1 8 /..b..2-01.3 ___-.--- __...__�f City of Fayetteville. AR RFP 13-11, Access Control and Security System Page 19 of 23 4. PRICE 81D: Proposers shall provide documentation clearly outlining total cost for each project per the attached "Proposal Pricing Form". Failure to submit the required "Proposal Pricing Form" could result in your proposal being rejected as non -responsive, 5. As an interested party on this project, you are required to provide debarment/suspension certification indicating in compliance with the below Federal Executive Order. Certification can be done by completing and signing this form. Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. 6. Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. Questions regarding this form should be directed to the City of Fayetteville purchasing Division. NAME: COMPANY: Royal Communications, Inc. PHYSICAL ADDRESS: 1086 Athens Ave. Ste. N Bethel Heights, AR 72764 MAILING ADDRESS: P.O. box 475 Alexander, AR 72002 PHONE: 479-725-0444 E-MAIL: mfleharty@royalc.net SIGNATURE: TITLE: Vice President DATE: 8/15/2013 City of Fayetteville, AR RFP 13-11, Access Control and Security System Page 20 of 23 FAX: 479-419-9478 City of Fayetteville RFP 13-11, Access Control and Security System SECTION D: Vendor References The following information is required from all firms so all statements of qualification may be reviewed and properly evaluated: COMPANY NAME: Royal Communications, Ync NUMBER OF YEARS IN BUSINESS: 12 HOW LONG IN PRESENT LOCATION: TOTAL NUMBER OF CURRENT EMPLOYEES 24 FULL TIME NUMBER OF EMPLOYEES PLANNED FOR THIS CONTRACT: PART TIME ___5 -FULL TIME PART TIME PLEASE LIST FOUR (4) GOVERNMENTAL REFERENCES THAT YOU HAVE PREVIOUSLY PERFORMED SIMILAR CONTRACT SERVICES FOR WITHIN THE PAST FIVE (5) YEARS (All fields must be completed): 1. Benton County COMPANY NAME Bentonville, AR 72712 CITY, STATE, ZIP Will Hanna CONTACT PERSON 479-e16-4347 TELEPHONE 479-271--5788 FAX NUMBER whanna@co.hen.t•on ar uz E-MAIL ADDRESS 3, Benton County Sheriff COMPANY NAME Bentonville, AR 72712 CITY, STATE, ZIP Byron Frischman CONTACT PERSON 479-271-5780 TELEPHONE 479-271-5744 FAX NUMBER E-MAIL ADDRESS City of Fayetteville, AR RFP 13-11, Access Control and Security System Page IS of 23 2. Saline ColInti), COMPANY NAME Bryant, AR 72019 CITY, STATE, ZIP ,judge Stephanie Casady CONTACT PERSON 501-943 0440 TELEPHONE 501-943-0853 _ FAX NUMBER E-MAI ADDRESS m 1 eem 4. Bryant Polire LAP Department COMPANY NAME Bryant, AR 72019 CITY, STATE, ZIP Chief Mark Kizer CONTACT PERSON 501-847-0292 TELEPHONE 501-847-0293 FAX NUMBER mkizer@cityofbryant.com E-MAIL ADDRESS City of Fayetteville RFP 13-11, Access Control and Security System SECTION F: Proposal Pricing Form — Revised per Addendum 3 All Proposers shall provide documentation clearly outlining total cost for each project per the attached "Proposal Pricing Form". Failure to submit the required "Proposal Pricing Form" could result in your proposal being rejected as non- responsive. All Proposers shall submit an MSRP sheet for all system components. Failure to submit the required MSRP retail pricing could result in your proposal being rejected as non -responsive. State of Arkansas Contractors License Number: 01 5092051 4 ScheduleA:-Pro ects fo be cqm 181ed immediate) u on,contract award. Proposal Pricing Form, Ar(denduni3 . _. rr At % Discount off MSRP Hourly installation Hourly Installation Rate-Instaltatian item# Location Total Turn Key Price* for Additional Items Rate -Primary Assistant (p er outside of spec'" Installer (per hour)— hour) -- Police Department, all 4 locations: (including but not limited to all hardware, installation, configuration, partitioning, Al training, 5% bid bond, 100% performance S 61 . 6 2 9 . 0 0 __3 oft $ a 5 _ n Qor hour s_A_5__0Dor hour and payment bond, etc.) PRICE SHALL NOT INCLUDE ADDITIONAL PORTAL LICENSING Solid Waste & Recycling: (including but not limited to all hardware, Installation, configuration, and training. 5% bid bond, 44,851 . 0 0 $ 36 4 5. 0 qer 5. 0 0 A2 100% performance and payment bond, ott S hour 54 per Hour etc.) PRICE SHALL NOT INCLUDE ADDITIONAL PORTAL LICENSING Airport: (including but not limited to all hardware, installation, configuration, and A3 training, 5% bid bond, 100% performance $ 7,904.00 6— 5 0otf S4 _ 0 per hour $A Ci _ it 0per hour 4 and payment bond, feature Licenses, d etc.) PRICE SHALL NOT INCLUDE ADDITIONAL PORTAL LICENSING 5 o BiD BOND SHALL ICE SU13MITTED WITH PROPOSAL A4 ' SUM OF ITEMS Al, A2, AND A3 s ,1 0 8 , 89 4 ; 0 Q BASED ON PRICE IN ITEM A4 (SUM OF ITEMS Al, A2, &A3) S 7,186.00 AS Licensing cost for upgrading from 16 to 64 portals: PRICING FOR UPGRADING FROM 16 TO 64 PORTALS $14,372.00 A6 Licensing cost for upgrading from 16 to 128 portals: PRICING FOR UPGRADING FROM 16 TO 128 PORTALS 'Pricing'Definifians '(r)Total Tum-Kev Pricing: Complete Pricing based on provided specifications for the location. Five (5) percent Bid Bond shall be submitted for item A4 (the sum total cost of Item Al, A2, and A3) "iffi) Discount off MSRP for Additional Items outside of spea Percentage discount off of the manufacturer's MSRP retail pricing sheet shall be used for any items added outside of the scope of the locations and specifications provided in this schedule. Proposers shall provide MSRP pricing schedule showing MSRP. "'(64 Hourly Installation Rate - Prima( Installer (cer hours Hourly rate to be charged to the City for a Primary, supervisor, or master installerto provide installation services outside of the scope of th a locations and specifications provided in this schedule. "—(iv) Hourly Installation Rate - Installation Assistant (per hour H ourly rate to be charged to the City for an assistant installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. -(iv) Hourly installation Rate - Installation Assistant (per hour tHourly rate to be charged to the City for an assistant installer to provide installation services outside ofthe scope ofthe locations and specifications provided in this schedule. City of Fayetteville, Arkansas RFP 13-11, Addendum 3 Pa e2of4 7elecomrnunirations Device fort lie. Deal TDD(479)521-1316113West Mountain . Fayetteville, Ali 72701 'Sche4ul@.)3. -To be u'tchased and installed within 34,months 4Upontract.award_ Pco osa) Prjcing ,Forth, Adilendu)rt 3 •• H.! r6�•..4+ •r; :ktiC FE I i j t:lE k' GG ::F3 � �A�.�k, •... ` r � Rem# Location % Discount off MSRP for Additional Items outside of Hourly Installation Rate - Primary Installer (per Hourly Installation Rate • Installation Spec* hour)* Assistant (per hour)* t5] Bf City Shop / Fleet 36—%otr s 4 5 • b L per hour s 4 5 _ 0 per hour Bz Parks &Recreations 36 % off 5 4 5.0 Cher hour S 4 5. 0 0 per hour "Pncin' pefnition *(i) Discount off MSRP for Additional Items outside of spec: Percentage discount off of the manufacturers MSRP retail pricing sheet shall be used for anyitems added outside of the scope of the locations and specifications provided in this schedule. Proposers shall provide MSRP pricing schedule showing MSRP. 'Oi) Hourly Installation Rate -Primary Installer (per hourY Hourly rate to be charged to the City for a Primary, supervisor, or master installer to provide installation services outside ofihe scope of the locations and specifications provided in this schedule. *(tit) Hourly Installation Rate - Installation Assistant (per hour Hourly rate to be charged to the City loran assistant Installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. 'A 'H"a.c, ,3,{ ,,� K, `` 3 4,w` 43^ °Y 3 � � A' '� � ray �.+"(.+�' 'r4,33�{d t�E'i,'Y ){F{"CE3a='.Y .Er^3"X •,"�'� "5 Ry?y i mS' µg.# � .��N u ... .A.?Y% •�"iF:..' a, .��Lt� �J� � IJ•."NkX,� \� Q.: 19� ...N . lrt�"S,cc c« ti h� "�' � 4°' � "x vb"�"d, 4 4 .' rye• �' '�»s,m YS�A��.�u$• +r^,.., ";'.UJ� �6 ^•"y � '$' � ',, ',+T �j ',„.nYL' �¢�u. §L75 ,kt,4 '�' ifk� fR_i» t.,��'.��:;9ii.s :S4.`. k..A.,'��,...ki._�< .�"- .:eti,+au...`d� % Discount off MSRP for Hourly Installation Rate Hourly Installation Rate - Installation Item# Location Additional Items outside of - Primary Installer (per Assistant (per hour)* m spec* hour)* C! Animal Shelter 36 %off s 4 5.0 Qer hour $ 4 5 • 0 Ooer hour C2 Fire Stations (7 locations) and Fire Marshall Office (1 location) 36 % off s 4 5 .0 Qer hour s 4 5 • O Oper hour (r) Discount off MSRP for Additional Items outside of spec: Percentage discount off of the manufacturers MSRP retail pricing sheet shall be used for any items added outside of the scope of the locations and specifications provided in this schedule. Proposers shall provide MSRP pricing schedule showing MSRP. z *(u) Houry installation Rate - Primary Installer (per hour) Hourly rate to be charged to the City for a Primary, supervisor, or master installer to provide installation services outside of the scope of the locations and specifications provlded in this schedule. *(ill) Hourly Installation Rate - Installation Assistant (per hour Hourly rate to be charged to the City for an assistant installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. City of Fayetteville, Arkansas RFP 13-11, Addendum 3 Pa e3of4 Telecommunications Device tot the Deaf rDD (at9) sa 1.13 t6 t 13 Nlest Mountain rayerteville, AR 71TCt Schedule D: To be urchased,and installed within 24-60 months of contract award Proposal Pricing Fortn, Addendum 3 Item# location % Discount off MSR P for Additional Items outside of Hourly Installation Rate Primary Installer (per Hourly Installation Rate -Installation Spec* hour)* Assistant (per hour)' DI City Hall, Engineering/Planning, and Building 36 on s 4 5. 0 er hour S0 5 0 0 hour p Maintenance . per 02 water & Sewer operations 36 % on s 4 5.0er hour 54 5 • 0 0 per hour 'Pricing Di±finitions Discount off MSRP for Additional Items outside of spec: Percentage discount off of the manufacturer's MSRP retail pricing sheet shag be used for any items added outside of the scope of the locations and specifications provided In this schedule. Proposers shall provide MSRP pricing schedule shoving MSRP. '(#) Hourly installation Rate - Primary Installer (per hour) Hourly rate to be charged to the City for a Primary, supervisor, or master installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. '(M) Hourly Installation Rate - Installation Assistant (per hourWoudy rate to be charged to the City for an assistant installer to provide installation services outside of the scope of the locations and specifications provided in this schedule. tY "".5v`..'"` �, x L. *%v i'b:.,ab. �',T;1 _. >�Ji N, •.4. � }�i F �}��. 'Y.F� Rkr p , �'+2, V£�y �i�^ N�'w a. �U�� + `4 � 3: ASY;., { a g L4 MKA"u';a ,E , �kW,i, h:.•^v.;\ .c„ t •:. �' T:- Item# Description Mark Up Percentage* �£5 *: Et Material (Cost plus °%): Materials cost from S000-S100 35 % �c E2 Material (Cost plus °k): Materials cost from S101-S500 30 % E3 Material (Cost plus °k): Materials cost from S50141000 28 % E4 Material (Cost plus Materials cost from S1001-S5000 22 % a� E5 Material (Cost plus 96I: Materials cost ham $5001 and up 20 % A ii,� UY4 4s4'sl,...,{>Liy. pp aa rv.: �.,`> ,,,.+*''1.'3�,•sS"§'94N,{ r�,.rd.rx.'.1 Cy :`'1F.,jY tQ, Q x ($. 'Mark Up Percenfage: Awarded proposer's cost of material plus the markup percentage provided per project location. This schedule shall be used for 1a miscellaneous items not listed on the provided MSRP discount. This schedule shall only apply to Schedule A in the event the City adds scope of work outside of _t the provided specifications. Awarded proposer shall provide the City with a materials listing showing separate mark up percentage added. Material listings are subject to verification and audit by the City. END OF ADDENDUM 3 - REVISED SECTION F City of Fayetteville, Arkansas RFP 13-11, Addendum 3 Page 4 of 4 Telocommmwications Device ror the Deaf 'FDD (479) 521-1316 113 ylo,t Mountain - Fayetteville, Ail 72701 Conforms with The American Institute or Architects, A.I.A. Document No, A-310 KNOW ALL BY "HIE:SE: PR.ESE N'I'S,'I'liat tile, _Royal Corttnittnicatious, inc. ;is Principal, heremalter called the Principav and the. Granite ile, Inc. of -14001 Quailbrook Drive, Ohlahonla Cite Oklahoma - , a corporation duly organized under the laws of the Stalc of Oklallotlifi . as Surety, hzreina ter called the Surety, arc held anti firmly bound unto city ofrayette�ille,_A -kansas _ as Obligce. hereinafter called [lie Obligee, it) the stun of Five Percent of Amount of laid Dollars IS 5% of laid ), for the payment of which sum well and truly to be niade, the 4•iid Principal ,rnd the slid Surety, bind ourselves, our heirs, cNcxulors. administrators, sttcccsuirx and :lstiiglts, jointly and severally, firmly by Hies,. prcwnts. WHH.REAS. the Principal hats submitted a bid for RFi' #13-11,-Acs s wjJj�_clt & Seeurit�Sysferu NOW, Ti IF.IlIsl-011fi, if (lie Obligee shall ,tiupt the bill of the Principal and the Principal shall cntcr into a t'otitClCI u•itti the Obligee in accordance hill the semis of such bid, and give such bond or bands as nlaY be specified in the biddini; or Contract Docunicuts With good and stiRicicat surety for the faithful perfonllance of sncls Contract and filr the prompt payment of Libor and material fur ushed in the prosecution thereof_ or in the event of the Etilure of the Principal to enter such Contract antl gee such bond orhonds, if thc; Principal shall pay to the Obligcc the ditTerciicc not toeNcecd tlic penalty hereofhei-Avccn the antonrt ,pc%Jficd in said bid and Such larger antonnt for which the Obligee lorry in grxid faith contract ti ith another party to Ilcrforin the Work coticred b� said hid, then this kAfli mion shall be dull and Void, otherwise to remain in full force and effect. Sibuicd and sc:llcd thic Ihth davof .._._.....__ August 2013 .__ i Royal Compnnlications, Inc. (Scal) Principal Willies's '1'il lr Inc. Wilncss By — Pamela K. Mays Allori GRANITE RE INC. GENERAL POWER OF ATTORNEY Know all Men by these Presents: That GRANITE RE, INC., a corporation organized and existing under the laws of the State of OKLAHOMA and having its principal office at the City of OKLAHOMA CITY in the State of OKLAHOMA does hereby constitute and appoint: BENSON A. CASHION;-MATTHEW K. CASHION, JR,i WILLIAM 11.GRIFFIN; CYNTHIA L. TRICKEY; PAMELA K. HAYS; JUDY SCHOGGEN; NICK W. PETERS; JAMES R., RAMSAY its true and lawful Attorney-in-Fa+rt(s) for tile following purposes, to wit: 1'o sign its name as surety to; and to execute, seal and acknowledge any and all bonds,.and to respectively do and perform any and all acts and things set forth in the resolution of the Board of Directors of the said GRANITE RE, INC. a certifier) copy of which is hereto annexed .and made part of this Power of Attorney; and the said ,GRANITE RE, INC: through us its Board of Directors, hereby ratifies and confirms all and whatsoever the said: BENSON A. CASHION; MATTHEW K. CASHION, JR.; WILLIAM H. GRIFFIN; CYNTHIA L. TRICKEY; PAMELA K. HAYS; )UDY SCHOGGEN; NICK W. PETERS; )AMES R. RAMSAY may lawfully do in the premises by virtue of these presents. In Witness Whereof, the said GRANITE RE, INC. has caused this instrument to be sealed with its corporate seal, duly attested by the signatures of its President and Secretary(freasurer, this 191h day of July; 2012, STATE OF OKLAHOMA ) s x ,� L Kenneth D. Whittington, President SS: COUNTY OF OKLAHOMA) Kyle McDonald, Treasurer On this 19"' day of July, 2012, before me personally came Kenneth D. Whittington, President of the GRANITE RE, INC. Company and Kyle P. McDonald, Secretary/Treastirer of said Company, with both of whom I am personally acquainted, who being by me severally duly sworn, said, that they, the said Kenneth D. Whittington, and Kyle P. McDonald were respectively the President and the Secretary/rreasurer of GRANITE RE, INC., the corporation described in and which executed the foregoing Power of Attorney; that they each knew the seal of said corporation; that the seal affixed to said flower of Attorney was such corporate seal, that it was so fixed by order of the Board of Directors of said corporation, and that they signed their name thereto by like order as President and Secretaryirreasurer, respectively, of the Company. My Commission Expires: August 8, 2013 Nota ` Public Commission ##: 01013257 �`^�* •°', GRANITE RE,"INC' Certificate ` THE UNDERSIGNED, being the duly elected and acting Secretary/Treasurer of Granite Re, Inc., an Oklahoma Corporation, HEREBY CERTIFIES that the following resolution is a true and correct excerpt from the July 15, 1987, minutes of the meeting of the Board of Directors of Granite Re, Inc. and that said Power of Attorney has not been revoked and is now in full force and effect. "RESOLVED, that the President, any Vice President, the Secretary, and any Assistant Vice President shall each have authority to appoint Individuals as attorneys -in -fact or under other appropriate titles with authority to execute on behalf of the company fidelity and surety bonds and other documents of similar character issued by the Company in the course of its business. On any instrument making or evidencing such appointment, the signatures may be affixed by facsimile. On any instrument conferring such authority or on any bond or undertaking.of the Company, the seal, or a facsimile thereof; may be impressed or affixed or in any other manner reproduced; provided, however, that the seal shall not be necessaryo the validity of any such instrument or undertaking." Ij� W, I�TNESS WIt EOF, the undersigned has subscribed this Certificate and affixed the corporate seal of the Corporation this E.P't'frl day of,CA SEAL y, ,• Kyle P. McDonald, Secretary/Treasurer GRO800-1 Structured Cabling * Fiber * Fire * CCV * Access Control * Burglar Alarm * Monitoring * Maintenance * Inspections 4 0 1 WCONINIUNIC,A11ONS 1086 Athens Ave. Suite N Bethel Heights, AR 72764 PH: 479-725-0444 FX: 501-978-7493 RFP 13-11 Access Control and Security System 1A. Narrative — Royal Communications wishes to use our substantial industry experience to install the necessary labor and materials to satisfy the specifications and expectations set forth in the General terms and conditions of the referenced RFP. Through our training of the specified S2 access control platform, as well as, our overall experience installing several different brands of access control, we our very qualified to serve the needs of Fayetteville and the demands of this RFP. Our level of experience and local man power will allow us to achieve a timely and efficient installation. 113. Experience — Royal Communications has been installing and servicing Access Control, Structured Cabling, Fire Alarm and Security customers for over 12 years. The lead technicians we intend to utilize for this installation are as follows: Joseph Shirley — 8 years of lead technician experience with Royal Communications. Experience includes service and installation of DSX, GE, Honeywell and 52 access control as well as certification on Siemon, Commscope and Systimax structured cabling systems and Fire alarm and Security installations and Inspections. Gregory Powell —12 years of experience in the Security and`Surveillance industry with the last 6 years with Royal Communications. Certified in S2, DSX, Keri Eclipse access control platforms as well as Avigilon, Exacq and Video Insight Video Management systems. 1C. Executive Summary — • Willie Godwin — President • Mike Fleharty —Vice President • Robert Evatt — General Manager • Donna Fleharty - Chief Operations officer • Craig Weston — Chief Estimator • Gregory Powell —Sales manager 1i. Reference list (in addition to the 4 required) • Washington Regional Medical Center — Fayetteville, AR — Kendrick Williams 479-463-7920: Access Control, Nurse Call installations and service. • University of Arkansas — Housing — Steve Smith 479-387-2972: Access Control, Surveillance and Data Cabling service and installations. Regulated by: AR Board of Private Investigators & Private Security Agencies / 1 State Police Plaza Dr. / little Rock, AR 72009 Licenses: AR Alarm — E04.0092 / AR Contractors 0150920310 / TX ACR-3000 / OK 1178 Structured Cabling * Fiber * fire' CCV * Access Control * Burglar Alarm * Monitoring * Maintenance * Inspections • Veterans Administration —Fayetteville —Jeff Gray Tri-systems 479-774-2826; Access Control and Structured Cabling installations. • Jones Trust — Springdale — Mike Gilbert 479-756-8090: Access Control, Fire Alarm and Structured Cabling installations. Schedule of MSRP * Von Duprin 5100 Series Electric Door Strike: $242.00 ea. • HID RP40 Multi -class card reader: $340.00 ea. • Honeywell PIR REX black or white: $160.00 ea. • Securitron VM1200D8 12001b. Mag Lock: $278.00 ea. 0 S2 — 2 Door Network Node: $2478.00 ea. * S2 —4 Door Network Node: $3294.00 ea. * 52 —8 Door Network Node: $4932.00 ea. * 52 —16 portal license expansion: $2420.00 ea. Any other negotiated MSRP prices will gladly be provided as identified. Please see the Royal Communications Proposal Sheet for our standard proposal. We are very appreciative for the opportunity to participate in this RFP. We look forward to working with the staff for the City of Fayetteville in the future. Best regards, Mik�artty, Regulated by: AR Board of Private Investigators & Private Security Agencies / 1 State Police Plaza Dr. / Little flock, AR 72009 Licenses: AR Alarrn — E04-0092 / AR Contractors 0150920310 / TX ACR-3000 / OK 1179 Structured Cabling * Fiber * fire * CCV * Access Control * Burglar Alarm * Monitoring * Maintenance * Inspections WNIMUXICITIOlYS 1086 Athens Ave Suite N Bethel Heights, AR 72764 PH: 479-725-0444 FX: 501-978-7493 Proposal RFP 13-11 Police Department Access Control: Install S2 Network Node Door Controllers per specifications in the Scope of work utilizing HID RP40 Multi -Class Readers, Von Duprin 5100 series electric door strikes, Securitron VM1200DB 12001b. maglocks (where indicated in specs.) and Honeywell PIR REX in white or black. Remove old Locknetics locking hardware and replace with Sargent Mortise Storage Room type lock and lever sets with Decor Covers to hide any old penetrations. All Power supplies, Batteries, Cable, connectors etc. are included for a turnkey solution. Provide programming of existing 52 and Training per specifications: Total: $61,629.00 Solid Waste and Recycling: Install (1) S2-NETVR-4TB-16 Video Server & S2-NETVR-8C with support for 24 cameras and Bosch Starlight IP cameras and IR Illuminators at locations specified. Power supplies are provided for IR Illuminators. Conduit is excluded per addendum 2. All Category 5 cabling and power cabling for Illuminators is included. Install S2-NN-E6R-WM Network Node door controller and necessary power supply 24VAC. Add HID Multi Class Reader with VM1200DB 12001b. maglock to Security Room Door. Provide S2-NN-E2R-WM controller for Compost Facility with necessary locking hardware. All Power supplies, Batteries, Cable, connectors etc. are included. Total: $44,851.00 Airport Access Control : Provide 52-NN-E8R-WM Network Node Door Controllers, Exacq Vision NVR integration to S2 system. Point of Connection to existing access control equipment. Supply any misc. power supplies, connectors etc. to complete the integration of the old system to the new S2. Total: $7,904.00 Please contact me if you have any questions. Regulated by: AR Board of Private Investigators & Private Security Agencies / 1 State Police Plaza Or. / Little Rock, AR 72009 Licenses: AR Alarm—1104-0092 / AR Contractors 0150920310 / TX ACR-3000 / OK 1178