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8858 - Scope of WorkRFP 8858 - Integrated Security Systems Service  Scope of Work The City of Denton is seeking a vendor to supply Integrated Security Systems Services to various departments within the City. The quantities are estimated and will vary according to the needs of the City. Pricing shall include all costs, including but not limited to FOB delivered to City locations. A. PURPOSE: The intent of this document is to provide interested Genetec authorized dealers with sufficient information to enable them to prepare and submit proposals for consideration by the City of Denton (City) for Integrated Security Systems Services for various city buildings. The city has 206 buildings with over 1.5 million sq. ft. of operation space that has the potential for repair, renovation, or maintenance. The type and condition of Integrated Security Systems Services can take place indoors and outdoors, in basements, tight spaces, elevated spaces, and other various working sites. The job sites will be located within city infrastructure located within the City of Denton. The Integrated Security Systems Services work will be performed as needed to assist the City with renovations, remodels, replacements, and maintenance of existing and new assets. The scope of services is to include but not limited to the following: Tasks: 1. Provide reliable and efficient maintenance services, minimizing downtime and ensuring continuous protection. 2. Offer comprehensive support to system users, ensuring they can effectively utilize the security systems. 3. Provide high-quality security cameras, access control systems, intercoms, and necessary software licenses, all of which are Genetec-compatible. 4. Ensure all equipment meets industry standards and client-centralized security system standards. 5. Install security cameras and access control systems at designated locations, ensuring proper configuration and integration. 6. Install conduit and wiring for devices according to local and State codes. 7. Test all installed equipment to ensure it functions correctly, meets performance standards, and is configured to be visible inside the Integrated Security System software. 8. Coordinate with the Facilities Building Security Coordinator or their designee for commissioning completed tasks. 9. Perform regular maintenance checks, software updates, and necessary repairs to ensure the continued optimal performance of the security systems. 10. Provide emergency maintenance services as needed to address urgent issues promptly. 11. Project Management a. Includes any product handling, product ordering, scheduling, and order processing tasks/duties. b. Provide internal project management to ensuring timely delivery and adherence to budget. c. Develop detailed project plans, including timelines, milestones, and deliverables, in coordination with the Facilities Building Security Coordinator or their designee. d. Coordinate with Facility Building Security Coordinator to ensure all project requirements are met. e. Provide internal procurement and inventory management to provide accurate delivery, checking in, checking out, and handling of security products / materials sold to the City of Denton. 12. Compliance a. Ensure all installations and maintenance activities comply with relevant health and safety regulations and industry standards. b. Obtain all necessary permits and approvals required to install and operate the security systems. c. Comply with inventory management processes as determined by the City. B. SCOPE OF SERVICES: A typical project may include the following actions required by the contractor but are not limited to the following: 1. Field Investigation a. Review the existing materials, drawings, reports, or other available documents prepared by City staff on the proposed project. b. Review the proposed project scope. c. Review the existing infrastructure in the facility. d. Quote product and labor costs. e. Responsible for information collection, data appraisal, equipment identification, and reporting. This data must be gained competently, promptly, and to a degree adequate and appropriate to each stage of proposal development. 2. Review Material and Labor Options with City Staff a. This phase will consist of a review of quotes and materials options. b. This phase will also require a compliance check with the City’s centralized integrated security system standards. c. On acceptance of the proposed quote and materials list, the contractor shall execute the procurement of approved materials and schedule work with the City representative. 3. Schedule Review a. The vendor shall continue to update their portion of the active project schedule as controlled and prepared by the Facility Building Security Coordinator or their designee. C. PROJECT CONTROL: 1. The contractor shall have a direct line to an on-call technician or response person to ensure an adequate response for service. An answering service shall not be used. 2. The contractor shall meet with designated City representatives on a regular basis or as determined necessary by the Facilities Management Department staff/project manager to review progress and receive necessary guidance in solving problems that may arise. 3. Although there will be continuous liaison with the maintenance or project team, the Facilities Management Department staff will meet as often as required with the Contractor’s project manager for the purpose of reviewing progress and providing necessary guidance. 4. The Contractor will, on a regular basis, submit brief written summaries of the work accomplished during the reporting period, work to be accomplished during the subsequent reporting period, real or anticipated problems, and notification of any significant deviation from previously agreed upon work plans. 5. Invoices will be required for verification of Integrated Security Systems Services materials and labor charges. Verification will be based on the number of primary respondents’ hours worked on the project, in accordance with the City’s contract terms. 6. The contractor shall allocate labor resources at the lowest bided option for the proposed work. The city shall review invoices to ensure compliance with lowest labor option applicable to complete all associated work. At no point shall the contract charge more labor than necessary to complete the specific task. The contractor shall not charge the City any labor or markup on material for training, job shadowing, or lack of technical competency resulting in additional resources needed at the bided labor level. NOTE: The City of Denton Facilities Management shall select all brands and types of Integrated Security Systems Services Materials and supplies. D. SINGLE POINT OF CONTACT (SPOC) 1. Provide a SPOC, who is able to communicate with the Building Security Coordinator and the Department Contract Manager and is skilled, knowledgeable, and experienced in providing the types of services listed in this Scope of Work. The SPOC shall be available during regular and on-call hours daily, while the Vendor is performing services on City property. 2. During times the SPOC is unavailable (due to vacation, travel, etc., for example), the Vendor may appoint a designee for the SPOC. The designee shall meet the same requirements as specified for the SPOC within this SOW. 3. The vendor will have a SPOC in the City of Denton of Facilities Management department for any and all requests being made. E. EMERGENCY CALL-OUT: 1. The vendor shall verbally respond to requests for emergency services to any Integrated Security Systems Services Material needs within thirty (30) minutes and be on-site to perform repairs within one (1) hour after being contacted. The designated City representative will notify the vendor if a call constitutes an emergency situation. The vendor shall contact the designated City representative upon arrival at the job site. Emergency work shall be performed whenever possible. F. NON-EMERGENCY CALL-OUT 1. The vendor shall verbally respond to requests for non-emergency service to any Integrated Security Systems Services issue within four (4) hours and be on-site to perform repairs within 48-hours after being contacted. All service will be conducted during normal business hours of 7:00 a.m. and 5:00 p.m. Monday through Friday. The vendor shall contact the designated City representative upon arrival at the job site. G. HAZARDOUS MATERIALS 1. The vendor shall properly dispose of all hazardous materials generated from this service (i.e., waste oil, used oil/fuel filters, contaminated fuel, lubricants, etc.) in accordance with Federal, State, and local laws and regulations. H. SAFETY 1. The vendor shall provide their service personnel with all required personal safety gear and instruct them to adhere to all safety practices, policies, procedures, rules and requirements, that are common to the industry, at all times, while performing service work under this contract. 2. The vendor shall provide all tools and equipment necessary for the performance of this service, and ensure the items are appropriate for the assigned task, well maintained, calibrated, and in proper working order before conducting any inspections or initiating any repair work under the contract. 3. The vendor shall thoroughly examine and become familiar with the systems and associated facilities to ensure the service can be completed in an orderly and safe manner prior to commencing any work. 4. The vendor shall always maintain a safe work environment. The vendor shall immediately report to the designated City representative any unsafe conditions that may compromise the safety of personnel in the performance of this service. 5. Comply with all provisions of the Occupational Health and Safety Act (OSHA) to protect the life and health of employees and other persons; to prevent damage to property, materials, supplies, and equipment; and to avoid work interruptions. 6. Vendor shall comply with the latest version of the 29 CFR 1910, Occupational Safety and Health Standards. Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the Vendor, and the City assumes no liability or responsibility for Vendor’s compliance. or noncompliance with such responsibilities. 7. Vendor shall comply with all OSHA reporting requirements for record-keeping and reporting of Vendor shall provide verbal report to the City immediately, and no later than once (1) business day, of the occurrence. The Vendor shall cooperate with the City and provide any written documentation and information required for record-keeping purposes. I. GENERAL REQUIREMENTS 1. All work shall conform to all applicable, building, mechanical, fire and plumbing codes and regulations. 2. All work required should be conducted during regular business hours, which consist of Monday through Friday, 07:00 - 17:00 (7:00 A.M. - 5:00 P.M.) hours, unless an emergency and directed by the designated City representative to perform the work after regular business hours. a. Holidays: any hour’s day or not per this listing: i. New Year’s Day (observed) ii. MLK Day iii. Memorial Day iv. Juneteenth v. 4th of July vi. Labor Day vii. Veteran’s Day viii. Thanksgiving Day ix. Day After Thanksgiving x. Christmas Eve (observed) xi. Christmas Day (observed) xii. If a Legal Holiday falls on Saturday, it will be observed on the preceding Friday. If a Legal Holiday falls on Sunday, it will be observed on the following Monday. Holiday hours are extra time beyond normal day work hours, needed to finish tasks in progress. Paid for by the hour. The hourly rate shall include all items of cost, overhead, and profit. Work time on the job only. J. BILLING AND INVOICING: 1. Due to the volume of potential service demands, the City will pay the contractor weekly. 2. The contractor is to submit a monthly statement listing all work invoices for the previous month. 3. The statement is to include invoice numbers, purchase order numbers, dates of service, work order number, and amounts. 4. Itemized invoices are to be included with the statement for backup documentation. 5. Invoices with work orders will be required for verification of services rendered. Invoice promptly; no more than 30 days from completion of work. 6. The contractor’s invoice shall clearly state the actual hours worked, including the person’s name, title, day worked, and duration of hours as in a timesheet format, at the labor rate quoted, the actual cost of parts and materials plus a percentage of markup as stated in the contract agreement, and a complete description of the work performed. 7. The contractor shall not subcontract any portion of the service and repairs without prior written approval by the City. 8. The cost of parts and materials will be invoiced at the cost of materials and parts multiplied by the contracted markup. 9. Equipment rental needed to complete a repair or service will be invoiced at the cost of the rental multiplied by the contracted markup. K. AWARD: 1. The City reserves the right to award a contract or contracts to various respondents by line item, section(s), or by entire proposal; whichever is most advantageous, or provides the "best value" to the City, unless denied by the respondent. The City reserves the right to award a contract to a primary vendor, and one or multiple secondary vendors; whichever is most advantageous or provides the "best value" to the City, unless denied by the respondent. L. Evaluation Criteria - Proposals will be evaluated based on detailed criteria including, but not limited to, the following: Experience, Qualifications and Probable Performance 40% Cost Proposal 20% Compliance with Scope of Work Specifications 40% Minimum Qualifications for Bidder 1. Must be a certified Genetec authorized dealer with access to Genetec's full range of products and services. 2. Commercial Experience: Vendor has been in business at least 5 years experience in the installation and maintenance of integrated security systems. 3. Licensed to do business in the State of Texas, including a B license from the Department of Public Safety (DPS), and provide a copy of the Certification. 4. Capable of a 30-minute response time for Emergency Calls, available 24/7/365 5. The company must have a controlled substance testing policy for their Technicians and Assistants. 6. Staff must pass background checks as required for secure City areas. This must be done at: a. Vendor’s expense and verification of a clear background must be given to the contract administrator before the Vendor’s employee(s) is allowed to work in a building that falls under this requirement. b. Under no circumstances shall any Vendor personnel having any convictions or pending criminal hearings be assigned to the City contract. 7. Require that Vendor employees wear a uniform, or at a minimum, a company issues identification badge. 8. Inventory controls require the receipt of all materials to be installed for the project to the designated secured storage facility at the City of Denton Facilities Management.