RFP Security Alarm Program CITY OF SPOKANE VALLEY
REQUEST FOR PROPOSALS
"CONTRACT TO ADMINISTER CITY
SECURITY ALARM PROGRAM"
Proposal Due Date: August 21, 2009.
1. INTRODUCTION
1.1 PURPOSE AND BACKGROUND
The City of Spokane Valley is soliciting Requests for Proposals from qualified firms
to administer the City's security alarm program. The police department currently
responds to over 1200 alarm activations per year that are not a valid, emergency
activation.
This proposal will include database development and management, accounting
services for annual registration fees, accounting services for cost recovery fees for
false alarm activations, and correspondence with citizens and businesses.
The City anticipates receiving between 1000 and 1200 alarm system registration fees
annually. The City also expects to respond to 800 to 900 false alartns in the first year
of this program. As it is this program's intent to minimize alarm system activations
that are false, there may be a reduction of these numbers in subsequent years.
Estimated activity is not intended to be a guarantee of expected minimum or
maximum activity.
1.2 MINIMUM QUALIFICATIONS
The Consultant must be licensed to do business in the State of Washington. The
Consultant must have at least one year experience in the administration of false alarm
registration and billing.
1.3 FUNDING
Any contract awarded as a result of this procurement is contingent upon the
availability of funding.
1.4 PERIOD OF PERFORMANCE
The period of performance of any contract resulting from this RFP is tentatively
scheduled to begin on or about January lst, 2010 and end on December 31St, 2012.
Contract renewals of extensions, if any, shall be at the sole discretion of the City. The
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contract may be extended for three (3) additional one-year contract periods, subject to
mutual agreement, with the total contract period not to exceed five (5) years. The City
shall notify the Consultant of the intent to exercise the extension option in writing, no
later than 30 days prior to the termination date of the initial contract or the contract
extension.
1.5 DEFINITIONS
Definitions for the purposes of this RFP include:
City — The City is the City of Spokane Valley, a Washington State municipal
corporation, that is issuing this RFP.
Consultant or Contractor — Individual or company whose proposal has been
accepted by the City and is awarded a fully executed, written contract.
Proposal—A formal offer submitted in response to this solicitation.
Proposer -- Individual or company submitting a proposal in order to attain a contract
with the City.
Request for Proposals (RFP)—Formal procurement document in which a service or
need is identified but no specific method to achieve it has been chosen. The
purpose of an RFP is to permit the consultant community to suggest various
approaches to meet the need at a given price.
2. SCOPE OF SERVICES
2.1 REQUIRED SERVICES:
The Proposer must be able to provide the City with the following services for the
administration of the false alarm program:
• Provide an electronic database to track security alarm registrations, alarm
business registrations and account receivables for false alarm billings.
• Track false alarm responses and registration status (i.e. active, suspended or
revoked)using this database.
• Provide registration status and false alarm data available for import/export
to/from the City and alarm companies in Microsoft Excel format.
• Provide the City with electronic lists of new registrations and changes of
registration status on a weekly basis.
• Generate and mail false alarm notifications and billings.
• Track account receivables, billings and balances.
• Generate and mail registration status changes to individuals and businesses.
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• Ensure that only those alarm systems located within the City are being
registered and billed for false alarms.
• Provide a toll-free phone number to assist citizens and businesses and answer
questions as to the administration and billing of this program.
2.2 DESIRED SERVICES:
• Provide the City with lists of new registrations and suspensions on a daily
basis.
• Provide secure database access via the Internet for the City.
• Provide limited access via the Internet far Alarm Businesses for alarm
registrations and registration status.
• Provide ability to register security alarm systems and business alarms systems
via the Internet.
• Develop written educational materials for citizens and businesses.
2.3 OPTIONAL SERVICES:
• Develop and conduct false alarm prevention classes.
• Support the billing/suspension/revocation appeals process.
• Other services specified by the Proposer. These services must include a brief
description and estimated costs.
3. GENERAL INFORMATION
3.1 RFP COORDINATOR
The RFP Coordinator is the sole point of contact in the City for this procurement. All
communication between the Consultant and the City upon receipt of this RFP shall be
with the RFP Coordinator, as follows:
Name Steve Jones/Josephine Duncan— SVPD
Address 12710 E S ra ue Ave
City, State, Zip Code S akai�c V�lley, WA 99216-0728
Phone Number 509-477-3300
Fax Number 509-477-3359
E-Mail Address s akaner�alle o�ice s okanecount .or
Any other communication will be considered unofficial and non-binding on the City.
Consultants are to rely on written statements issued by the RFP Coordinator.
Communication directed to parties other than the RFP Coordinator may result in
disqualification of the Consultant.
3.2 ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES
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Issue Request for Proposals July 17, 2009
Question and answer period 30 days
Pre-Proposal conference (if applicable) N/A
Issue addendum to RFP (if applicable)
Last date for questions regarding RFP (optional)
Proposals due Au�ust 21, 2009
Evaluate proposals Approximately 15 da_ys
Negotiate contract Approximately 30 da_ys
City Council approval of contract October 13, 2009
Begin contract work January 1, 2010
The City reserves the right to revise the above schedule.
3.3 SUBMISSION OF PROPOSALS
A. Preparation of Proposals
All Proposals shall be typed or printed in ink, with the document fumished by the
Purchaser included and signed by an authorized person of Proposer's firm. If errors
are made, they may be crossed out. Corrections shall be printed in ink or
typewritten adjacent and initialed in ink by the person signing the Proposal. IF
THE PROPOSALS CONTAIN ANY OMISSION, ERASURES, ALTERATIONS,
ADDITIONS, OR ITEMS NOT CALLED FOR IN THE PROPOSAL, OR
CONTAIN IRREGULARITIES OF ANY KIND, IT MAY CONSTITUTE
SUFFICIENT CAUSE FOR REJECTION.
B. Preparation of Envelopes
Place each copy of the Proposal in a separate sealed envelope. On the front of each
envelope, clearly note if it contains the original or a copy and place the following
information:
"SEALED PROPOSAL-IMPORTANT"
PROJECT NAME
DUE DATE AND TIME
COMPANY NAME
MAILING ADDRESS
C. Submission of Proposals
Submit Five(5) copies of the Proposal, as follows:
Original Proposal and Four(4) copies to:
Valley City Hall-Front Reception area
11707 East Sprague Ave Suite 106
Spokane Valley, WA 99206
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NOTE: Proposals will not be accepted by fax or email
The City is not responsible for Proposals delivered late. It is the responsibility of the
Proposer to be sure the Proposals are sent sufficiently ahead of time to be received no
later than 1:00 PM on the due date.
Sealed Proposals will be acknowledged at 1:30 p.m., August 21, 2009, in the Front
Reception area, Suite 106 of City Hall, 11707 East Sprague, Spokane Valley, WA
99206.
3.4 PROPRIETARY INFORMATION/PUBLIC DISCLOSURE
Materials submitted in response to this competitive procurement shall become the
property of the City.
All received proposals shall remain confidential until the award of contract
recommendation has been filed with the City Clerk for City Council action.
Thereafter, the proposals shall be deemed public records as defined in RCW 42.56,
"Public Records."
Any information in the proposal that the Consultant desires to claim as proprietary
and exempt from disclosure under the provisions of state law shall be clearly
designated. Each page claimed to be exempt from disclosure must be clearly
identified by the word "Confidential" printed on it. Marking the entire proposal
exempt from disclosure will not be honored.
The City will consider a Proposer's request for exemption from disclosure; however,
the City will make a decision predicated upon state law and regulations. If any
information is marked as proprietary in the proposal, it will not be made available
until the affected Proposer has been given a reasonable opportunity to seek a court
injunction against the requested disclosure.
All requests for information should be directed to the RFP Coordinator.
3.5 REVISIONS TO THE RFP
In the event it becomes necessary to revise any part of this RFP, addenda will be
provided to all who receive the RFP.
The City also reserves the right to cancel or to reissue the RFP in whole or in part,
prior to final award of a contract.
3.6 ACCEPTANCE PERIOD
Proposals must provide 60 days for acceptance by the City from the due date for
receipt of proposals.
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3.7 RESPONSIVENESS
All proposals will be reviewed by the RFP Coardinator to determine compliance with
administrative requirements and instructions specified in this RFP. The Proposer is
specifically notified that failure to comply with any part of the RFP may result in
rejection of the proposal as non-responsive.
The City also reserves the right, however, at its sole discretion to waive minor
administrative irregularities.
3.8 MOST FAVORABLE TERMS
The City reserves the right to make an award without further discussion of the
proposal submitted. Therefore, the proposal should be submitted initially on the most
favorable terms which the Consultant can propose. There will be no best and final
offer procedure. The City does reserve the right to contact a Proposer for clarification
of its proposal.
The Proposer should be prepared to accept this RFP for incorporation into a contract
resulting from this RFP. Contract negotiations may incorporate some or all of the
proposal.
3.9 COSTS TO PROPOSE
The City will not be liable for any costs incurred by the Proposer in preparation of a
proposal submitted in response to this RFP, in conduct of a presentation, or any other
activities related to responding to this RFP.
3.10 NO OBLIGATION TO CONTRACT
This RFP does not obligate the City to contract for services specified herein.
3.11 REJECTION OF PROPOSALS
The City reserves the right at its sole discretion to reject any and all proposals
received without penalty and to not issue a contract as a result of this RFP.
4. PROPOSAL CONTENTS
4.1 PROPOSAL ORDER
Proposals shall be submitted on eight and one-half by eleven (8 1/2 x 11) inch paper
with tabs separating the major sections of the proposal. The four major sections of
the proposal are to be submitted in the order noted below:
1. Letter of Submittal.
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2. Technical Proposal.
3. Management Proposal.
4. Cost Proposal.
Proposals shall provide information in the same order as presented in this document
with the same headings. This will not only be helpful to the evaluators of the
proposal, but should assist the Proposer in preparing a thorough response.
4.2 LETTER OF SUBMITTAL
The Letter of Submittal shall be signed and dated by a person authorized to legally
bind the Consultant to a contractual relationship, e.g., the President or Executive
Director if a corporation, the managing partner if a partnership, or the proprietor if a
sole proprietorship. Along with introductory remarks, the Letter of Submittal is to
include the following information about the Consultant and any proposed
subcontractors:
A. Name, address, principal place of business, telephone number, and fax
number/e-mail address of legal entity or individual with whom contract would be
written.
B. Legal status of the Consultant (sole proprietorship, partnership, corporation, etc.)
and the year the entity was organized to do business as the entity now substantially
exists.
C. Federal Employer Tax Identification number or Social Security number.
D. Location of the facility from which the Consultant would operate.
4.3 TECHNICAL PROPOSAL
The Technical Proposal shall contain a comprehensive description of services
including the following elements:
A. Proj ect Approach/Methodology—Include a complete description of the
Consultant's proposed approach and methodology for the project. This section
should convey Consultant's understanding of the proposed project.
B. Work Plan—Include all project requirements and the proposed tasks, services,
activities, etc. necessary to accomplish the scope of the project defined in this
RFP. This section of the technical proposal shall contain sufficient detail to
convey to members of the evaluation team the Consultant's knowledge of the
subjects and skills necessary to successfully complete the project. Include any
required involvement of City staf£ The Consultant may also present any creative
approaches that might be appropriate and may provide any pertinent supporting
documentation.
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C. Project Schedule—Include a project schedule indicating when the elements of the
work will be completed and when deliverables, if any, will be provided.
D. Deliverables—Fully describe deliverables to be submitted under the proposed
contract.
4.4 MANAGEMENT PROPOSAL
A. Project Management
1. Project Team Structure/Internal Controls - Provide a description of the
proposed project team structure and internal controls to be used during the
course of the project, including any subcontractors. Provide an organizational
chart of your firm indicating lines of authority for personnel involved in
performance of this potential contract and relationships of this staff to other
programs or functions of the firm. This chart must also show lines of
authority to the next senior level of management. Include who within the firm
will have prime responsibility and final authority for the work.
2. Staff Qualifications/Experience—Identify staff, including subcontractors,
who will be assigned to the potential contract, indicating the responsibilities
and qualifications of such personnel, and include the amount of time each will
be assigned to the project. Provide resumes' (not to exceed two pages per
person) for the named staff, which include information on the individual's
particular skills related to this project, education, experience, significant
accomplishments and any other pertinent information. The Consultant shall
commit that staff identified in its proposal will actually perform the assigned
work. Any staff substitution must have the prior approval of the City.
B. Experience of the Consultant
1. Indicate the experience the Consultant and any subcontractors have in the
following areas:
• Liaison with alarm companies.
■ Installation or service of alarm systems.
• Testifying in court.
• Successful presentations to City Councils.
• Establishment and/or design of alarm registration programs.
• Establishment and/or design of false alarm billing programs.
• Current number of active alarm billing programs being administered.
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2. Indicate other relevant experience that indicates the qualifications of the
Consultant, and any subcontractors, for the performance of the potential
contract.
3. Include a list of contracts the Consultant has had during the last five years that
relate to the Consultant's ability to perform the services needed under this
RFP. List contract reference numbers, contract period of performance,
contact persons, telephone numbers, and fax numbers/e-mail addresses.
C. References
List names, addresses, telephone numbers, and fax numbers/e-mail addresses
of at least three business references for whom work has been accomplished
and briefly describe the type of service provided. The Consultant shall grant
permission to the City to contact the references. Do not include current City
staff as references.
D. Related Information
1. If the Consultant has had a contract terminated for default in the last five
years, describe such incident. Termination for default is defined as notice to
stop performance due to the Consultant's non-performance or poor
performance and the issue of performance was either (a) not litigated due to
inaction on the part of the Proposer, or (b) litigated and such litigation
determined that the Proposer was in default.
2. Submit full details of the terms for default including the other party's name,
address, and phone number. Present the Consultant's position on the matter.
The City will evaluate the facts and may, at its sole discretion, reject the
proposal on the grounds of the past experience. If no such termination for
default has been experienced by the Consultant in the past five years, so
indicate.
4.5 COST PROPOSAL
A. Costing Methods
The City is interested in reviewing a variety of costing methods for the
defined services. Revenue sharing, cost per transaction, and a flat fee for all
services are possible options that the City will consider. Proposers are
required to offer at least one costing option, with those submitting more than
one costing option presumed to increase the overall appeal of a proposal.
B. Identification of Costs
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Identify all fees/costs including expenses to be charged for performing the
services necessary to accomplish the objectives of the contract. Submit a fully
detailed budget including staff costs and any expenses necessary to
accomplish the tasks and to produce the deliverables under the contract.
Consultants are required to collect and pay Washington state sales tax, if
applicable.
Costs for subcontractors are to be broken out separately.
C. Computation
The City reserves the right to evaluate all proposals based on overall efficacy,
ease of administration, and ease of costing/billing methods defined by the
Proposer. This may result in choosing a Proposer that did not define the
lowest possible overall cost(s) for providing these services.
5. EVALUATION AND CONTRACT AWARD
5.1 EVALUATION PROCEDURE
Responsive proposals will be evaluated in accordance with the requirements stated in
this solicitation and any addenda issued. Evaluation of proposals shall be
accomplished by an evaluation team, to be designated by the City, which will
determine the ranking of the proposals.
The City, at its sole discretion, may elect to select the top-scoring firms as finalists for
an oral presentation.
5.2 EVALUATION WEIGHTING AND SCORING
The following weighting and points will be assigned to the proposal for evaluation
purposes:
Technical Proposal—35% 70 points
Project Approacl�/Methodology 15 points (maximum)
Quality of Work Plan 35 points (maximum)
Project Schedule 10 points (maximum)
Project Deliverables 10 points (maximum)
Management Proposal - 30% 60 points
Proj ect Team Structure/
Internal Controls 15 points (maximum)
Staff Qualifications/Experience 15 points (maximum)
Experience of the Consultant 30 points (maximum)
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Cost Proposal—35% 70 noints
GRAND TOTAL FOR WRITTEN PROPOSAL 200 POINTS
5.3 ORAL PRESENTATIONS MAY BE REQUIRED
Written submittals and oral presentations, if considered necessary, will be utilized in
selecting the winning proposal. The City, at its sole discretion, may elect to select the
top scoring finalists from the written evaluation for an oral presentation and final
determination of contract award. Should the City elect to hold oral presentations, it
will contact the top-scoring firm(s) to schedule a date, time and location.
Commitments made by the Consultant at the oral interview, if any, will be considered
binding. The score from the oral presentation will be considered independently and
will determine the apparently successful Proposer.
5.4 NOTIFICATION TO PROPOSERS
Firms whose proposals have not been selected for award will be notified via FAX or
by e-mail.
5.5 PROTEST PROCEDURE
Following evaluation, a recommendation for award shall be submitted to the City
Council. Award of contract, if made, shall be by the City Council in open meeting.
Proposers wishing to protest the award of the contract must make their protests before
the City Council at the award hearing.
6. CONTRACT TERMS
6.1 CITY OF SPOKANE VALLEY BUSINESS LICENSE
Persons / firms doing business in the City or with the City must have a valid City of
Spokane Valley business license. Questions may be directed to the business registration
office at(509) 921-1000.
6.2 ANTI-HICKBACK
No officer or employee of the City of Spokane Valley, having the power or duty to
perform an official act or action related to this contract shall have or acquire any
interest in the contract, or have solicited, accepted or granted a present or future gift,
favor, service or other thing of value from or to any person involved in the contract.
6.3 NONDISCRIMINATION
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No individual shall be excluded from participation in, denied the benefit of, subjected to
discrimination under, or denied employment in the administration of ar in connection
with this contract pursuant to all applicable federal, state and local nondiscrimination
laws,regulations and policies.
6.4 INDEMNIFICATION/HOLD HARMLESS
The Consultant shall defend, indemnify and hold the City, its officers, officials,
employees and volunteers harmless from any and all claims, injuries, damages, losses
or suits including attorney fees, arising out of or in connection with the performance
of this agreement, except for injuries and damages caused by the sole negligence of
the City.
Should a court of competent jurisdiction determine that this agreement is subject to
RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury
to persons or damages to property caused by or resulting from the concurrent
negligence of the Consultant and the City, its officers, officials, employees, and
volunteers, the Consultant's liability hereunder shall be only to the extent of the
Consultant's negligence. It is further specifically and expressly understood that the
indemnification provided herein constitutes the Consultant's waiver of immunity
under Industrial Insurance, Title 51 RCW, solely for the purposes of this
indemnification. This waiver has been mutually negotiated by the parties. The
provisions of this section shall survive the expiration or termination of the agreement.
6.5 II+TS�J�AI�TCE C�V�RAG�
The Consultant shall procure and maintain for the duration of the agreement, insurance
against claims for injuries to persons or damage to property which may arise from or in
connection with the performance of the work hereunder by the Consultant, their agents,
representatives, employees or subcontractors.
No Limitation.
Consultant's maintenance of insurance as required by the agreement shall not be
construed to limit the liability of the Consultant to the coverage provided by such
insurance, or otherwise limit the City's recourse to any remedy available at law or in
equity.
A. Minimum Scope of Insurance
Consultant shall obtain insurance of the types described below:
1. Automobile Liability insurance covering all owned, non-owned, hired and leased
vehicles. Coverage shall be written on Insurance Services Office (ISO) from CA 00
O1 or a substitute form providing equivalent liability coverage. If necessary, the
policy shall be endorsed to provide contractual liability coverage.
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2. Commercial General Liabilitv insurance shall be written on ISO occurrence form
CG 00 O1 and shall cover liability arising from premises, operations, independent
contractors, products-completed operations, stop gap liability, personal injury and
advertising injury, and liability assumed under an insured contract. The Commercial
General Liability insurance shall be endorsed to provide the Aggregate Per Project
Endorsement ISO form CG 25 03 11 85. There shall be no endorsement or
modification of the Commercial General Liability insurance for liability arising from
explosion, collapse or underground property damage. The City shall be named as an
insured under the Consultant's Commercial General Liability insurance policy with
respect to the work performed for the City using ISO Additional Insured
endorsement CG 20 10 10 O1 and Additional Insured-Completed Operations
endorsement CG 20 37 10 O1 or substitute endorsements providing equivalent
coverage.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of
the State of Washington.
B. Minimum Amounts of Insurance
Consultant shall maintain the following insurance limits:
1. Automobile Liabilitv insurance with a minimum combined single limit for bodily
injury and property damage of$1,000,000 per accident.
2. Commercial General Liabilit insurance shall be written with limits no less that
$1,000,000 each occurrence, $2,000,000 general aggregate and a $2,000,000
products-completed operations aggregate limit.
C. Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following
provisions for Automobile Liability and Commercial General Liability insurance:
1. The Consultant's insurance coverage shall be primary insurance as respect the
City. Any Insurance, self-insurance, or insurance pool coverage maintained by the
City shall be excess of the Consultant's insurance and shall not contribute with it.
2. Cancellation of Consultant's insurance shall be governed by either:
a. the policy shall be endorsed to state that coverage shall not be cancelled by
either party, except after thirty days prior written notice by certified mail, return
receipt requested,has been given to the City, or
b. the Consultant shall provide at least 30 days prior written notice by certified
mail,return receipt requested of a cancellation.
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D. Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of not less
than A:VII.
E. Evidence of Coverage
As evidence of the insurance coverages required by this contract, the Consultant
shall furnish acceptable insurance certificates to the City at the time the Consultant
returns the signed contract. The certificate shall specify all of the parties who are
additional insureds, and will include applicable policy endorsements, and the
deduction or retention level. Insuring companies or entities are subject to City
acceptance. If requested, complete copies of insurance policies shall be provided to
the City. The Consultant shall be financially responsible for all pertinent
deductibles, self-insured retentions, and/or self-insurance.
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