CITY OF SIMI VALLEY
MEMORANDUM
S
eptember 9, 2024
TO
: City Council
F
ROM: Administrative Services Department
S
UBJECT: AWARD CONTRACT TO SUPERIOR ALARM SYSTEMS FOR THE MAINTENANCE AND SERVICING OF THE CITY’S ACCESS CONTROL
AND VIDEO MONITORING SYSTE MS; AND ALARM MONITORING
SERVICES, SPECIFICATION NO. SV 24-30.
STAFF RECOMMENDATION
It is recommended that the City Council award the attached contract (page 4) to Superior Alarm Systems (SAS) in an amount not to exceed $382,659 for the maintenance and services of the City’s alarm monitoring system, access control , and video monitoring system for the term of September 9, 2024, through August 30, 2027, and approv e a Supplemental Budget Request, in the general fund (Fund 100) for FY 2024-25, in the amount of $86,000.
BACKGROUND AND OVERVIEW
The City’s electronic security system, which include s an access control system, video monitoring system, i ntrusion alarms, distress alarms, and software to integrate and control the system, was installed in 2017 and regularly requires maintenance and servicing . As the equipment ages, the amount of servicing for equipment repair and/or replacement has increased necessitating the City to enter into an agreement with a vendor for maintenance of the system.
Costs involved in supporting the security system include alarm monitoring, preventative maintenance, servicing of malfunctioning equipment, replacement of failed or inoperable parts, and system software maintenance. Since the system was installed, these services have been contracted out as needed. The City is now ready to consolidate this service to a single vendor.
FINDINGS AND ALTERNATIVES
On June 24, 2024 the City issued a Notice Inviting Bids, Specification No. SV 24-30. On July 15, 2024, the bid opening date, four bids were received, and the results are shown in the table below.
Bidder Bid Amount
SOV Security $183,849.60
Superior Alarm Systems (SAS) $255,099.00
A3 Communications, Inc dba Blue Violet
Networks
$340,687.65
Convergint Technologies, LLC $494,361.94
AGENDA ITEM NO.
Consent (4)
2 The low bid received, from SOV Security, was deemed non -responsive due to irregularities in the submission package, therefore staff recommends that the contract be awarded to the second low bidder, Superior Alarm Systems (SAS), which was determined to be responsive and cost competitive.
The bid amount of $255,099, from SAS, covers a price-fixed monitoring and preventative maintenance schedule of $185,099 and an allowance of $70,000 for parts for the three- year term of the contract. An additional amount for as-needed servicing and equipment repairs has been estimated at $127,560 for the same three -year term and has been included in the $382,659 total not-to-exceed amount of the contract.
The City’s FY 2024-25 adopted budget includes $72,000 in the Non- Departmental Information Services operating account for the monitoring and maintenance of the system. The first y ear of the contract is es timated at $159,000.
The higher cost in the first year is due to paying for all thr ee years of the s oftware licensing up front in order to take advantage of discounted pricing, and budgeting half of the parts budget up front, due to deferred maintenance that needs to be addressed.
Staff requests a one-time Supplemental Budget Request in the amount of $87,000, in the general fund (Fund 100). The remaining years of the agreement will be included in future year’s budgets.
The following alternatives are available to the City Council:
1. Aw
ard the attached contract to Superior Alarm Systems for the maintenance and servicing of the City’s access control and video monitoring systems; and alarm monitoring services, Specification SV 24- 30, for a not -to-exceed amount of $382,659.00 from September 9, 2024 to August 30, 2027.
2. Appr
ove a Supplemental Budget Request in the General Fund (Fund 100) in the amount of $87,000.
3. Do not
award the contract at this time and provide other direction to staff.
St
aff recommends Alternatives No. 1 and No. 2.
SUGGESTED CITY COUNCIL MOTION
I move t
o award a contract to Superior Alarm Systems (SAS) in the amount of $382,659 for the Maintenance and Servicing of the City’s access co ntrol and v ideo monitoring systems; and alarm m onitoring services, Specification No. SV 24- 30; and approve a Supplemental Budget Request in the General Fund (Fund 100) in the amount of $87,000.
SUMMARY
In or
der to facilitate the continued performance of the City’s electronic security systems and alarms, staff recommends awarding a contract for the maintenance and services of the City’s access control and video monitoring systems; and alarm monitoring services to Superior Alarm Systems for the not to exceed amount of $382,659.00, for the term of September 9, 2024 through August 30, 2027, and approving a Supplemental Budget Request in the amount of $87,000.
______
______________________________
Carolyn Johnson
Administrative Services Director
3 Prepared by: Taylor Dacus, Senior Management Analyst
INDEX Page
Contract 3250017 with Superior Alarm Systems .............................. 4 AGREEMENT NO. 3250017
MAINTENANCE AGREEMENT
BETWEEN
THE CITY OF SIMI VALLEY AND
SUPERIOR ALARM SYSTEMS
T
HIS MAINTENANCE AGREEMENT (“Agreement”) is made and entered into this 9th day of September, 2024, by and between the CITY OF SIMI VALLEY, a general law city and municipal corporation (“CITY”) and SUPERIOR SECURITY SPECIALISTS, INC. DBA SUPERIOR ALARM SYSTEMS, a California corporation (“CONTRACTOR”).
T
he Parties agree as follows:
1. C
ONSIDERATION.
A. A
s partial consideration, CONTRACTOR agrees to perform the work listed in the SCOPE OF SERVICES, below;
B. A
s additional consideration, CONTRACTOR and CITY agree to abide by the terms and conditions contained in this Agreement;
C.
As additional consideration, CITY agrees to pay CONTRACTOR for CONTRACTOR’s services not to exceed a total of $382,659.00 for the work. CITY will pay for work on the basis of the hourly rates and cost reimbursement rates as specified in the attached Exhibit “A,” which is incorporated by reference.
2. T
ERM. The term of this Agreement will be from September 9, 2024 to August 30, 2027.
The Agreement may be renewed upon mutual consent of the parties by amending this Agreement.
3. SC
OPE OF SERVICES.
A. T
his Agreement may be used for “maintenance services” which include the following:
i. R
outine, recurring, and usual work for the preservation or protection of any publicly owned or publicly operated facility for its intended purposes. ii. M
inor repainting.
iii. R
esurfacing of streets and highways at less than one inch. i
v. Landscape maintenance.
v. W
ork performed to keep, operate, and maintain publicly owned water, power, or waste disposal systems and electrical transmission lines of 230,000 volts and higher. vi
. Carpentry, electrical, plumbing, glazing, and other craftwork; 4 City of Simi Valley
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B. CONTRACTOR will perform the maintenance services listed in the attached Exhibit “B,” which is incorporated by reference. The provisions contained in this Agreement supersede any conflicting provisions in Exhibit B.
C. Maintenance services required by CITY will be provided on an as -needed basis with CITY determining and advising CONTRACTOR as to when specific services are required to be performed or completed by CONTRACTOR. Requests must be memorialized using a notice to proceed that may be in the form of a purchase order.
The provisions contained in this Agreement supersede any conflicting provisions in a purchase order issued for maintenance services.
D. CONTRACTOR will, in a workmanlike manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONTRACTOR by this Agreement.
4. PREVAILING WAGES.
A. Pursuant to Labor Code § 1720, and as specified in 8 California Code of Regulations § 16000, CONTRACTOR must pay its workers prevailing wages. It is CONTRACTOR’s responsibility to interpret and implement any prevailing wage requirements and CONTRACTOR agrees to pay any penalty or civil damages resulting from a violation of the prevailing wage laws.
B. In accordance with Labor Code § 1773.2, copies of the prevailing rate of per diem wages are available upon request from CITY’s Engineering Division or the website for State of California Prevailing wage determination at
http://www.dir.ca.gov/DLSR/PWD. CONTRACTOR must post a copy of the prevailing rate of per diem wages at the job site.
C. CITY directs CONTRACTOR’s attention to Labor Code §§ 1777.5, 1777.6 and 3098 concerning the employment of apprentices by CONTRACTOR or any subcontractor.
D. Labor Code § 1777.5 requires CONTRACTOR or subcontractor employing tradesmen in any apprenticeship occupation to apply to the joint apprenticeship committee nearest the site of the public works project and which administers the apprenticeship program in that trade for a certificate of approval. The certificate must also fix the ratio of apprentices to journeymen that will be used in the performance of the contract. The ratio of apprentices to journeymen in such cases will not be less than one to five except:
5 City of Simi Valley
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i. When employment in the area of coverage by the joint apprenticeship committee has exceeded an average of 15 percent in the 90 days before the request for certificate, or
ii. When the number of apprentices in training in the area exceeds a ratio of one to five, or
iii. When the trade can show that it is replacing at least 1/30 of its membership through apprenticeship training on an annual basis state-wide or locally, or
iv. When CONTRACTOR provides evidence that CONTRACTOR employs registered apprentices on all of his contracts on an annual average of not less than one apprentice to eight journeymen.
v. CONTRACTOR is required to make contributions to funds established for the administration of apprenticeship programs if CONTRACTOR employs registered apprentices or journeymen in any apprenticeable trade on such contracts and if other contractors on the public works site are making such contributions.
vi. CONTRACTOR and any subcontractor must comply with Labor Code §§ 1777.5 and 1777.6 in the employment of apprentices.
vii. Information relative to apprenticeship standards, wage schedules and other requirements may be obtained from the Director of Industrial Relations, ex-officio the Administrator of Apprenticeship, San Francisco, California, or from the Division of Apprenticeship Standards and its branch offices.
E. CONTRACTOR and its subcontractors must keep an accurate certified payroll records showing the name, occupation, and the actual per diem wages paid to each worker employed in connection with this Agreement. The record will be kept open at all reasonable hours to the inspection of the body awarding the contract and to the Division of Labor Law Enforcement. If requested by CITY, CONTRACTOR must provide copies of the records at its cost.
5. PAYMENTS.
A. For CITY to pay CONTRACTOR as specified by this Agreement, CONTRACTOR must submit a detailed invoice to CITY.
B. CITY’s city manager may make payments up to $38,265.90 for special items of work not included in the project scope of work and services. Payments for special work will only be made after CITY issues a written notice to proceed for the specific special tasks. A written scope of work, an agreed upon additional fee, a schedule for starting and completing the special tasks, and an agreed upon extension of the time for performance, if needed to complete the special work, will be required before CITY issues a notice to proceed for special work. All special work will be subject to all other terms and provisions of this Agreement.
6 City of Simi Valley
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6. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONTRACTOR represents that CONTRACTOR has
i. Thoroughly investigated and considered the scope of services to be performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement.
B. If services involve work upon any site, CONTRACTOR warrants that CONTRACTOR has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the services hereunder. Should CONTRACTOR discover any latent or unknown conditions that may materially affect the performance of the services, CONTRACTOR will immediately inform CITY of such fact and will not proceed except at CONTRACTOR’s own risk until written instructions are received from CITY.
7. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONTRACTOR will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below:
Type of Insurance
Limits (combined single)
Commercial general liability: $ 2 Million
Business automobile liability $ 1 Million
Workers compensation Statutory requirement.
B. Commercial general liability insurance will meet or exceed the requirements of ISO - CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name City, its officials, and employees as “additional insureds” under said insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by City will be excess thereto. Such insurance will be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to City.
C. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto).
7 City of Simi Valley
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20220201MP – Maintenance Agreement
D. CONTRACTOR will furnish to City duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement, endorsements as required herein, and such other evidence of insurance or copies of policies as may be reasonably required by City from time to time. Insurance must be placed with insurers with a current A.M. Best Company Rating equivalent to at least a Rating of “A:VII.” Certificate(s) must reflect that the insurer will provide thirty (30) day notice of any cancellation of coverage. CONTRACTOR will require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions.
E. Should CONTRACTOR, for any reason, fail to obtain and maintain the i nsurance required by this Agreement, City may obtain such coverage at CONTRACTOR’s expense and deduct the cost of such insurance from payments due to CONTRACTOR under this Agreement or terminate.
8. TIME FOR PERFORMANCE . CONTRACTOR will not perform any work under this Agreement until:
A. CONTRACTOR furnishes proof of insurance as required under Section 7 of this Agreement; and
B. CITY gives CONTRACTOR a written notice to proceed.
C. Should CONTRACTOR begin work in advance of receiving written authorization to proceed, any such professional services are at CONTRACTOR’s own risk.
9. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause. Notice of termination will be in writing.
B. CONTRACTOR may terminate this Agreement upon providing written notice to CITY at least thirty (30) days before the effective termination date.
C. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated.
D. By executing this document, CONTRACTOR waives any and all claims for damages that might otherwise arise from CITY’s termination under this Section.
8 City of Simi Valley
Agreement No. 3250017
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20220201MP – Maintenance Agreement
10. INDEMNIFICATION.
A. CONTRACTOR indemnifies and holds CITY harmless from and against any claim, action, damages, costs (including, without limitation, attorney’s fees), injuries, or liability, arising out of this Agreement, or its performance. Should CITY be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising out of this Agreement, or its performance, CONTRACTOR will defend C ITY (at CITY’s request and with counsel satisfactory to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or otherwise.
B. For purposes of this section “CITY” includes CITY’s officers, officials, employees, agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions will survive termination of this Agreement.
11. INDEPENDENT CONTRACTOR. CITY and CONTRACTOR agree that CONTRACTOR will act as an independent contractor and will have control of all work and the manner in which is it performed. CONTRACTOR will be free to contract for similar service to be performed for other employers while under contract with CITY. CONTRACTOR is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONTRACTOR as to the details of doing the work or to exercise a measure of control over the work means that CONTRACTOR will follow the direction of the CITY as to end results of the work only.
12. NOTICES.
A. All notices given or required to be given pursuant to this Agreement will be in writing and may be given by personal delivery or by mail. Such noticing does not include day- to-day communications between CITY’s and CONTRACTOR’s project managers.
Notice sent by mail will be addressed as follows:
To CITY: City of Simi Valley
Attn: Carolyn Johnson, Administrative Services Director 2929 Tapo Canyon Road
Simi Valley, CA 93063
To CONTRACTOR: Superior Alarm Systems
Attn: Tony Gregg, Director of Operations
9001 Canoga Avenue
Canoga Park, CA 91304
9 City of Simi Valley
Agreement No. 3250017
Superior Alarm Systems
20220201MP – Maintenance Agreement
B. When addressed in accordance with this paragraph, notices will be deemed given upon deposit in the United States mail, postage prepaid. In all other instances, notices will be deemed given at the time of actual delivery.
C. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph.
13. TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a Taxpayer Identification Number.
14. WAIVER. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character.
15. CONSTRUCTION. The language of each part of this Agreement will be construed simply and according to its fair meaning, and this Agreement will never be construed either for or against either party.
16. SEVERABLE. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect.
17. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement.
18. WAIVER. Waiver of any provision of this Agreement will not be deemed to constitute a waiver of any other provision, nor will such waiver constitute a continuing waiver.
19. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Ventura County.
20. AUTHORITY/MODIFICATION. This Agreement may be subject to and conditioned upon approval and ratification by the Simi Valley City Council. This Agreement is not binding upon CITY until executed by the City Manager. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written agreement. CITY’s city manager may execute any such amendment on behalf of CITY.
21. ACCEPTANCE OF ELECTRONIC SIGNATURES. This Agreement may be executed with electronic signatures in accordance with Government Cod e § 16.5. Such electronic signatures will be treated in all respects as having the same effect as an original signature. 10 City of Simi Valley
Agreement No. 3250017
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20220201MP – Maintenance Agreement
22. EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity between any provision of this Agreement, its attachments, the purchase order, or notice to proceed, the provisions of this Agreement will govern and control.
23. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement.
24. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion, war, terrorist act, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties’ control, then the Agreement will immediately terminate without obligation of either party to the other.
25. ENTIRE AGREEMENT. This Agreement and its two attachments constitute the sole agreement between CONTRACTOR and CITY respecting the Maintenance and Servicing of the City’s Access Control and Video Monitoring Services, and Alarm Monitoring Services, Specification No. SV 24- 30. To the extent that there are additional terms and conditions contained in Exhibit “A” or Exhibit “B” that are not in conflict with this Agreement, those terms are incorporated as if fully set forth above. There are no other understandings, terms or other agreements expressed or implied, oral or written.
11 City of Simi Valley
Agreement No. 3250017
Superior Alarm Systems
20220201MP – Maintenance Agreement
IN WITNESS WHEREOF, the parties hereto have executed this contract the day and year first hereinabove written.
Attest: City of Simi Valley, A Municipal Corporation
By:
Lucy Blanco, City Clerk Fred D. Thomas, Mayor of the City of Simi Valley, California
Approved as to Form: Superior Security Specialists, Inc.
DBA: Superior Alarm Systems
Algeria R. Ford, City Attorney By:
Print Name:
Douglas Leener
Approved as to Content:
Title: President
Samantha C. Argabrite, City Manager By:
Print Name:
Jennifer Leener
Johanna Medrano, Title: Vice President
Deputy Administrative Services Director/
Budget & Purchasing
Carolyn Johnson,
Administrative Services Director
12 EXHIBIT A
PRICE SCHEDULE
CITY agree to pay CONTRACTOR for CONTRACTOR’s services a total amount not-to- exceed $382,659.00 for the work to be performed, as outlined below and as further detailed on Schedule I and Schedule II of the UNIT PRICE BID SCHEDULE.
AMOUNT
SCHEDULE I: Monitoring & Preventative
Maintenance $185,099
ALLOWACE FOR PARTS $70,000
BID TOTAL $255,099
SCEHDULE II: As-Needed Services $127,560
Total Not-To-Exceed $382,659
13 SPECIFICATION NO, SV 24-30
SUBMIT WITH BID
UNIT PRICE BID SGHEDULE
Schedule of Prices for the:
MAINTENANCE AND SERVICING OF THE CITY'S ACCESS CONTROL SYSTEM, VIDEO
MONITORING SYSTEM, AND ALARM MONITORING SERVICES
SPEC|F|CAT|ON NO. SV 24-30
in Simi Valley, California
Please complete the following unit pricing and extended pricing for all items specified. This section is to be submitted to the District along with the Summary Bid Submission Form in accordance with the other bid requirements described herein.
Vendor must bid on all items in order to be considered for Award. Schedule I shall be considered the Base Contract for purposes of awarding the contract. and Unit Price Extensio - The extensions of unit prices for the quantities indicated and the lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Bid Submission Form(s). The Bid Submission Form(s) must be totally completed. lf the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will be considered as representing the bidder's intention and the total will be corrected to conform to the specified unit price.
SCHEDULE I
Monitorinq & Preventive Maintenance
Note: Only Schedule I will be utilized for the purpose of evaluating Bid Totals and awarding the contract. Both Schedule and Schedule ll must be completed in their entirety.
Item No. Description Year 1 Year 2 Year 3
1 Genetec System (Omnicast + Synergis) $11,030 $11,030 $7,609 2 Access Control System (Physical QC) $6,600 $6,600 $6,600 3 Distress Buttons(+ lntrusion Testing/QC) $6,600 $6,600 $6,600 4 Video Monitoring System (See attached
itemizations) $35,910 $35,910 $35,910
5 Central Monitoring Services (ARC) $2,700 $2,700 $2,700 Annual Subtotal $ 62,840 $ 62,840 $ 59,419
TOTAL SCHEDULE I
(Sum of Annual Subtotals) $ 185,099
17 14
SPEC|F|CAT|ON NO. SV 24-30
SUBMIT WITH BID
Summary of Bid Submission Form for the:
MAINTENANCE AND SERVICING OF THE CITY'S ACCESS CONTROL SYSTEM AND
VIDEO MONITORING SYSTEM, AND ALARM MONITORING SERVICES
SPEC|FICAT|ON NO. SV 24,30
in Simi Valley, California
Dated 07t10t2024
TO: Deputy Administrative Services Director (Budget and Purchasing) City of Simi Valley
2929Tapo Canyon Road
Simi Valley, CA 93063
The undersigned declares that he or she has carefully examined Specification No. SV 24-30 accompanying the invitation to bid and is thoroughly familiar with the contents thereof; is authorized to represent the bidding firm; and proposes to deliver, F.O.B. SimiValley:
Bid ltem: Maintenance and Servicing of the City's Access Control System and Video Monitoring System, and Alarm Monitoring Services
Fully equipped and as described in said Specification, which is made a part of this proposal, quoted herein in full:
A) Total Schedule I
(Page 17)
B) Allowance for Parts
(for entire term, inclusive of sales tax)
TOTAL ESTIMATED CONTRACT (A+B)
$ 185.099
$ 70,000
$ 255.099
I Cfreck here if Simi Valley Local Business Preference applies (See Bid Terms and Conditions).
The dollar amounts reflected above will be verified and the City/District will correct any calculation errors.
Only the unit price will be considered as representing the bidder's intention and the total will be corrected to conform to the specified unit price.
This bid does not include Federal Excise Taxes or License Fees.
THE ONLY EXCEPTIONS FROM THE SPECIFICATIONS ARE
(Note: The Gity is not obligated to accept any deviations or exceptions from the specifications, and may at the Gity's sole discretion reject any such deviations or exceptions.) Firm Name: Suoerior Alarm Svstems Phone No. (B1B) 700-7100 Address
Email:
Tony Gregg l.'ffi#ffii+i,iffitc@esupei'rAhnsvs'ieft'Signature 20 15
SPECIFICATION NO. SV 24-30
SUBMIT WITH BID
SCHEDULE II
AS.NEEDED SERVICES
Note: The purpose of Schedule ll is to establish unit prices for miscellaneous additional work, which may or may not occur during the term of the Contract. The City will hold Contractor to unit prices proposed and bid on above.
Item
No. Description Estimated
Quantities Unit Price Total
1 Business Hours
Standard Service Request Hours
Technician / 1't Level Service
Labor Hours: 273 165 45,045
Programming I 2nd Level Service
Labor Hours: 30 195 5,850
Per-Call Fees, Surcharges or Minimums
(list below, enter N/A if not applicable): Calls
a. t hour minimum remote support 30 195 5,850
b N/A 30 N/A N/A
c. N/A 30 N/A NiA
d N/A 30 N/A N/A
2 lmmediate Service Reouest
(4-hour response)
Business Hours
Hours
Technician / l"tLevel Service
Labor Hours: 165 225 37,125
Programming I 2d Level Service
Labor Hours: 1B 255 4,590
Per-Call Fees, Surcharges or Minimums
(list below, enter N/A if not applicable): Calls
a. t hour minimum remote support 1B 195 3,510
b N/A 18 N/A N/A
c. N/A 1B N/A N/A
d NiA 1B NiA N/A
1B
16 Item
No. Description Estimated
Quantities Unit Price Total
3 lmmediate Service Request
(4-hour response)
After-Hours
Hours
Technician / 1't Level Service
Labor Hours: B4 250 2 1 000
Programming I 2nd Level Service
Labor Hours: I 255 2,295
Per-Call Fees, Surcharges or Minimums
(list below, enter N/A if not applicable): Calls
a' t hour minimum remote support I 255 2,295
b N/A I N/A N/A
c. N/A 9 N/A N/A
d N/A I N/A N/A
Total Schedule ll $ 12T,s6o
SPEGIFICATION NO. SV 24-30
SUBMIT WITH BID
QUANTITIES OF WORK:
The quantities of work or material stated in the unit price items of the Bid Schedule are supplied only to give an indication of the general scope of the Work. The City of Simi Valley does not expressly or by implication agree that the actual amounts of work or material will correspond therewith, and reserves the right after award to increase or decrease the quantity of any unit price bid item, by an amount up to 25 percent of increase or decrease, without a change in the unit prices, and shall have the right to delete any bid item in its entirety, and receive full credit in the amount shown in the Bid Schedule for the deleted item of Work.
Superior Alarm Systems
Name of Bidder or Firm
19 17
EXHIBIT B
STATEMENT OF WORK
A. DEFINITIONS AND REFERENCES
1) City Representative: unless otherwise defined, all reference s to “City Representative” means the Deputy Director of Administrative Services (Information Services) or designee.
City will identify the City Representative in writing and provi de Contractor with notice of such designation.
2) Equipment and Software operation standards will be determine d by the relevant equipment manufacturer or software provider affected by this Agreement. Such specifications are commonly available online or made available to customers or qualified service providers.
B. GENETEC SYSTEM
1. Genetec software updates and ba ck-ups: Contractor must provi de routine software updates as recommended by manufacturer.
2. Genetec software evaluation: Technician will run “Health Che ck,” the diagnostic tests recommended by Genetec to assess system functionality, and review all alarm warnings and outstanding Health Check items. Verification of task completion will be documented in the service report submitted to the City Representative.
3. Genetec – Storage and A pplication Server(s).
a. Run test on and inspect unit drive to ensure operation. Test to involve using diagnostic tools to check for drive errors, ensuring no malfunctions. The criteria for ensuring operation includes no detected errors, and normal read/write sp eeds, as defined by the relevant equipment manufacturer’s specification.
b. Review archive history/reports . Archive history/reports are stored data logs available from within the Genetec software. Any anomalies or errors must be re ported to the City Representative.
c. Review history reports for i mproper system operation, including any deviation from normal performance, such as error messages or failed processes. Technician will report findings to the City Representative.
d. Run software storage utility t ool available within the Genet ec software to manage and optimize storage space. This includes clearing unnecessary file s, as determined by the utility tool, and ensuring optimal space allocation, as determined by the utility tool. e. Verify system resources capacity, including CPU, memory, and storage capacity to ensure the system meets Genetec’s requirements. Acceptable capacity levels are those recommended by Genetec’s system specifications.
f. Report any damaged or non-functioning equipment to City Repr esentative.
4. Renewal agreements for the required Genetec planned service (software support agreement) will be coordinated by Contractor to ensure continuous software support and on-time updates, as determined by Genetec system specifications. Contractor will inform City Representative upon completion.
18 C. EMERGENCY SERVICE
Contractor must provide on-call service for video security syst em, monitoring, intrusion and access systems 24 hours per day, 7 days per week including holidays to minimize downtime. Contractor will dispatch service personnel and provide emergency services as required and determined by City Representative.
D. CONTRACT MANAGEMENT & ADMINISTRATION
Contractor must provide dedicated account management to coordinate the delivery of the services defined by this Scope of Work, including scheduling of technicians, materials, and parts.
E. PREVENTIVE MAINTENANCE (PM)
Contractor must provide preventive maintenance on the components of City of Simi Valley security systems. This program of standard maintenance routines is determined by manufacturer’s recommendation, C ontractor recommendation, equip ment application/purpose of use, and location.
1. Access Control System
A visual inspection and operational test of the covered components of the access control system is performed annually to ensure that all devices are operating properly, inspected and tested a minimum of once per year unless specified more per manufacturer’s recommendations. The equipment must also be checked for damage and proper electrical connections. Devices are exercised to determine proper entry grant or entry denial, verification of door sta tus, test of controller/termina l communications, and operation of standby supplies on battery power, and activation of lock and door hardware, including exit devices, to ensure capture and release of doors occurs as intended.
2. Access Control Tasks
a. Clean, operate and test devic es per manufacturer’s recommendations. b. Confirm devices are mounted securely and connections are sec ure. c. Verify read range o f all proximity readers.
d. Replace batteries as required.
e. Note any wear and tear and/ or damage to any devices. f. Review reports for errors/faults/warnings.
3. Duress Buttons
Test all buttons annually for correct operation and reporting to monitoring station.
19 4. Video Monitoring System (VMS)
A visual inspection, lens cover cleaning, and operational test of the covered components of the cameras must be performed annually so that all devices a re inspected and tested a minimum of once per year. Cont ractor must veri fy transmitted picture quality, and inspect cable connections, alignment and seals. Contractor must activate cameras for proper movement and operation, activate controllers and motors for proper response to automatic or manual commands and check the operation of switchers for proper settings and sequencing of inputs. DVR’s and other recording devices must be checked for proper speed, settings, picture quality, response to alarm activation and 30 days of stored video recordings.
a. IP Video Cameras
i. Verify power source for c orrect voltage and record. ii. Ensure connection to network.
iii. Check all wiring and ti ghten loose connections
iv. Verify back focus, correct if needed and record.
v. Verify luminance, correct if needed and record.
vi. Verify video alignment d irection, and correct if needed. vii. Update firmware as required (if available on existing cameras). viii. Report any damaged or non-functioning equipment.
b. Genetec – Storage and A pplication Server(s)
i. Run test on and inspect uni t drive to ensure operation ii. Review archive history/reports
iii. Review history reports f or improper system operation iv. Run software storage utility
v. Verify systems resources capacity
vi. Report on any damaged or non-functioning equipment
5. Intrusion Detection/ Burglar Alarm System
A visual inspection and operational test of the covered components of the Intrusion Detection/Burglar Alarm system present in three City buildings, must be performed annually to ensure that all devices are operating properly, inspected, and tested to ensure reporting to monitoring station; a minimum of once per year unless specified more per manufacturer’s recommendations. The equipment must also be checked for damage and proper electrical connections.
6. Central Monitoring Station (CMS) Services
Alarm Management Services (AMS): C ontractor UL-certified CMS must monitor City of Simi Valley alarm systems as specified 24 hours per day for all alarm conditions, and upon written request, must custom ize alarm responses to City of Simi Valley requirements. A central station dispatcher must provide all monitoring and administration.
Contractor must notify the parti es specified in the event of an alarm condition. The following alarms syste
ms will be monitored:
a. Intrusion Detection/Burglar Alarm
b. Distress Button
20 7. Coaching, Programming, and Minor Troubleshooting
Include four hours monthly for Genetec software training/coachi ng, programming as requested by City Representative and minor troubleshooting as needed.
F. EQUIPMENT FAILURE RESPONSE AND REMEDIATION
1. Provide on-call services to adjust, correct, replace, repair , or restore equipment and parts as needed as authorized by City Representative.
a. Equipment suspected by Contract or or City Representative of malfunction must be tested to confirm a malfunction has occurred. City Representative may make this determination in advance of contacting Contractor for on-call services. b. Parts which have been replac ed must be tested to make sure that the part removed was the cause for the malfunction.
c. Replacement parts will be bille d at prices not greater than MSRP. d. Replacement parts must be appr oved by City Representative, unless doing so would compromise security of the location, such as leaving a door unsecured, approval may be requested in advance.
2. Minimum Procedures. Contractor must take the following actio ns:
a. Contact City Representative ( or site representative as determined by City Representative) upon arrival at the location where service is requested. b. Attempt to make all necessary repairs at initial on-site visit. If complete repairs cannot be made, all efforts must be made to allow City to maintain operat ion and security of the location, including notifying City representative.
c. Review final acceptance test with City Representative to verify that all services have been made and equipment is operating properly.
d. Contact City representative upon departure from the location where service is requested.
3. Whenever necessary to complete testing, Contractor will prov ide a second technician as needed.
G. ON-SITE RESPONSE/SO FTWARE SUPPORT/COACHING SCHEDULING
Attribute Response
Response time - onsite for critical
components
4-hour response
Response time - onsite for non-
emergency
Next business day response
Hours of PM Service Normal Business hours
Response Window 24 x 7
Software Support and Updates Included
Preventive Maintenance Scheduling Maintenance schedule must be provided for each location 30 days
before work being performed.
21 H. GENERAL CONDITIONS OF THE CONTRACT
Contractor will provide, without limitation, the following services:
1. Provide a twenty-four (24) hour single phone number to reach Contractor’s dispatch for City to request service.
2. Certifications of field technicians must be provided to the City upon request.
3. Provide all necessary tools such as, but not limited to, lap top computer and necessary software, ladders, scissor lift, or hand tools, to co mplete work at all City locations.
4. Contractor will assign a person as City’s main contact to wo rk with for the duration of the term of the Contract.
5. Maintain ownership of all on-call service requests from start to completion, Contractor is responsible for planning response, managing and c oordinating any activities required to address requested on-call services, including obtaining any necessary approvals, and making appropriate notif ication upon competition of request. Any deviation or delays must be communicated promptly to City authorized pers onnel. Contractor will commit t o taking full responsibility to remediate problems reported to Contractor and follow through with them until the issue is res olved. When an immediate repair /replacement cannot be made, Contractor will keep City Representative inform ed of the status on any open issues, what has been done, and what is bein g done to correct the current issue. Contractor will lead all aspects of the service request to ensure successful and timely completion.
6. Contractor technicians are re sponsible for, without limitation, the following:
a. Maintain a thorough knowledge of all equipment used by City. b. During initial Preventative Maintenance (PM), technician wil l evaluate and define any deficiencies in service report.
c. Minor repairs and adj ustments made during the defined PM time will be provided as part of the PM Service. Other major repairs would be based on approved rates or agreed upon lump sum costs.
7. WARRANTY
Contractor must provide at leas t a one year warranty on all equ ipment and installation unless the manufac turer’s warranty is longer, then the longer warranty period prevails. This w arranty will apply to all new a nd replacement equipment beginning on the date of install or repair completion as reported by Contractor. Labor must be warranted for 30 days.
22 8. QUALITY
Contractor and its subcontract or(s) will follow the generally k nown best- practices in the security equipment industry.
9. APPEARANCE/IDENTIFICATION
All Contractor’s technicians are required to wear identifiable uniforms and/or identification that clearly dis tinguishes them as representativ es from Contractor.
10. TRAINING AND CERTIFICATION
Contractor will provide all necessary training to its Project M anager, Technicians and Sub-contracted Te chnicians. This training will enable these individuals to service the City equipment and software appropri ately. Training must include, without limitation, safety and product-specific t raining as well as Genetec certification. Contractor will also ensure that all Project Managers and Technicians (to include subcontractors) are properly certified in their technical field.
11. SERVICE REPORTS
Contractor will email and provide electronic copies of reports to City that will include the details of purchases and service. Reports will incl ude, without limitation, the following information: date and location of ser vice, detail of service (labor hours, parts (# and description), and City’s con tact person who called in request for service.
12. INVOICE DOCUMENTATION
All invoices must, at a minimum, include the following information:
a. Location service provided.
b. Detail of service provided such as: Labor hours, parts & description, date of service, and cost.
c. Supplier’s work order number.
d. City’s contact person who called in request for service.
13. CONFIDENTIALITY
Contractor acknowledges that Cit y has revealed, or may have to reveal, to Contractor certain confidential, proprietary and or trade secre t information concerning City’s products, employees, features and services, some of which may not have been announced and are generally not publicly avai lable, and such information may include, without limitation, certain specifications, designs, plans, drawings, hardware, software, data, business information or names and job positions and responsibilities of its employees or independ ent contractors, 23 collectively “Confidential Information.” Contractor agrees to take all necessary and appropriate action to maintain any such confidential inform ation in confidence and in a manner adequate to protect City’s proprietary right. All Confidential Information, in whatever form provided, will remain the property of City.
14. SITE ACCESS – POLICE DEPARTMENT
a. Contractor is required to aut horize the investigation of its personnel, subcontractors, independent contract ors, Subject Matter Experts (SMEs), etc., that have access to non-public areas of Police Department facilities in order to comply with the Simi Valley Police Depar tment policies.
b. All personnel performing services under this contract, inclu ding subcontractors and independent contra ctors, are required to dis close their purpose, provide verifiable identification, be determined to have no arrest warrants and be willing to display an approved visitor’s badge or other acceptable form of identific ation, as determined by the Police Department, at all times while inside Police Department facilities. c. Per Police Department policy, acceptable forms of identification include:
i. State issued driver license
ii. State issued identification card
iii. Passport
d. The scope of the background check is at the discretion of th e Police Department’s on duty Watch Comm ander/Supervisor or other Police Department personnel designated by the Chief of to assume responsibility for Visitor Access. The decision of the City Representative is final.
e. Work performed for an extended period of time by Contractor employees may require additional site access conditions, work procedures, access and security measures including a background check and verifica tion that shall be adhered to.
f. If Contractor’s personnel are denied access due to site acce ss provisions, Contractor must prov ide suitable replacement person nel at no additional cost to City.
24 EQUIPMENT LIST
All technicians must be Genetec certified. In addition, Contractor must include, at a minimum, the following scope of work for all equipment listed below.
Location Cameras Sensors
PIR
Card
Readers
Controller
Boards
Panic
Buttons
City Hall 23 10 10 13 5
Cultural Arts
Center 7 0 0 0 0
Library 28 0 0 0 0
Police
Department 61 26 41 13 3
PSC Admin 4 4 4 6 3
Sanitation 18 6 6 5 0
Senior Center 23 0 0 1 2
Transit 8 7 7 0 0
Water 0 3 3 0 1
Total 172 56 71 38 14
Manufacturers and Models
Altronix Arecont Axis Bosch Mercury Security
AL600ULXB AV12186DN AXIS F41 NDI-41012-V3 MR52
AL200 AV12275DN AXIS P324 5-LVE NDI-50022-A3 EP2500
AL200 UL AV5225PMIR AXIS P371 7-PLE NDI-50051-A3 MR50
AL400 ULXB2 AV5585PM AXIS P3719-PLE NDN-733V0x-IP MR16IN AL400/AL300
combo
AXIS P3727-PLE NDN-832Vxx-P EP1502
BR34 AXIS P3807-PVE NIN-41012-V3 E164576
MR50 AXIS Q6135-LE NIN-50022-A3
MR52 NUC-21012-F2
PO4ul Genetec VG5-7230-EPx5
RB1224 Cloud link B6512
B5512
Approximate Camera Height Distribution
Height 5' ± 8' ± 10' ± 12' ± 15' ± 17' ± 20' ± 25' ± 30' ± Roof 25+ Offline Total Count 2 4 72 52 20 1 5 8 1 1 6 172
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