Agreement with Climatec LLC
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01/28/2025
C
AGREEMENT FOR
PREVENTATIVE MAINTENANCE, REPAIRS, AND MATERIALS FOR INTRUSION ALARM,
ACCESS CONTROL, CCTV, AND GATE OPERATORS
City of Glendale Solicitation No. RFP 25-30
This Agreement for Preventative Maintenance, Repairs, and Materials for Intrusion Alarm, Access Control, CCTV,
and Gate Operators ("Agreement") is effective and entered into between CITY OF GLENDALE, an Arizona
municipal corporation ("City"), and Climatec, LLC, an Arizona limited liability company, authorized to do business in
the State of Arizona, ("Contractor"), as of the _____ day of ____________, 2025.
RECITALS
A.
City intends to undertake certain tasks for the benefit of the public and with public funds that is more fully
set forth in Exhibit A, pursuant to Solicitation No. RFP 25-30 (the "Statement of Work” or “SOW");
B.
City desires to retain the services of Contractor to perform those specific duties and produce the specific
work as set forth in the SOW attached hereto; and
C.
City and Contractor desire to memorialize their agreement with this document.
AGREEMENT
In consideration of the Recitals, which are confirmed as true and correct and incorporated by this reference, the
mutual promises and covenants contained in this Agreement, and other good and valuable consideration, City and
Contractor agree as follows:
1.
Key Personnel; Sub-contractors.
1.1
Services. Contractor will provide all services necessary to assure the SOW is completed timely and
efficiently consistent with SOW requirements, including, but not limited to, working in close
interaction and interfacing with City and its designated employees, and working closely with others,
including other contractors or consultants, retained by City.
1.2
Project Team.
a.
Project Manager.
(1)
Contractor will designate an employee as Project Manager with sufficient training,
knowledge, and experience to complete the SOW and handle all aspects of the SOW
(as determined by the City in its sole discretion); such that the work produced by
Contractor is consistent with applicable standards as detailed in this Agreement;
(2)
The City must approve the designated Project Manager; and
(3)
To assure the SOW schedule is met, Project Manager may be required to devote no
less than a specific amount of time as set out in Exhibit A.
b.
Project Team.
(1)
The Project Manager and all other employees assigned to the complete the work in
the SOW by Contractor will comprise the "Project Team."
(2)
Project Manager will have responsibility for and will supervise all other employees
assigned to the SOW by Contractor.
c.
Discharge, Reassign, Replacement.
(1)
Contractor acknowledges the Project Team is comprised of the same persons and
roles for each as may have been identified in the response to the SOW's solicitation.
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(2)
Contractor will not discharge, reassign or replace or diminish the responsibilities of
any of the employees assigned to the SOW who have been approved by City without
City's prior written consent unless that person leaves the employment of Contractor,
in which event the substitute must first be approved in writing by City.
(3)
Contractor will change any of the members of the Project Team at the City's request
if an employee's performance does not equal or exceed the level of competence that
the City may reasonably expect of a person performing those duties or if the acts or
omissions of that person are detrimental to the development of the SOW.
d.
Sub-contractors.
(1)
Contractor may engage specific technical contractor (each a "Sub-contractor") to
furnish certain service functions.
(2)
Contractor will remain fully responsible for Sub-contractor's services.
(3)
Sub-contractors must be approved by the City, unless the Sub-contractor was
previously mentioned in the response to the solicitation.
(4)
Contractor shall certify by letter that contracts with Sub-contractors have been
executed incorporating requirements and standards as set forth in this Agreement.
2.
Schedule. The services will be undertaken in a manner that ensures the SOW is completed timely and
efficiently in accordance with its terms.
3.
Contractor’s Work.
3.1
Standard. Contractor must perform services in accordance with the standards of due diligence, care,
and quality prevailing among contractors having substantial experience with the successful furnishing
of services for projects that are equivalent in size, scope, quality, and other criteria under the SOW
and identified in this Agreement.
3.2
Licensing. Contractor warrants that:
a.
Contractor and Sub-contractors will hold all appropriate and required licenses, registrations
and other approvals necessary for the lawful furnishing of services ("Approvals"); and
b.
Neither Contractor nor any Sub-contractor has been debarred or otherwise legally excluded
from contracting with any federal, state, or local governmental entity ("Debarment").
(1)
City is under no obligation to ascertain or confirm the existence or issuance of any
Approvals or Debarments or to examine Contractor's contracting ability.
(2)
Contractor must notify City immediately if any Approvals or Debarment changes
during the Agreement's duration and the failure of the Contractor to notify City as
required will constitute a material default under the Agreement.
3.3
Compliance. Services will be furnished in compliance with applicable federal, state, county and local
statutes, rules, regulations, ordinances, building codes, life safety codes, and other standards and
criteria designated by City.
Contractor must not discriminate against any employee or applicant for employment on the basis of
race, color, religion, sex, national origin, age, marital status, sexual orientation, gender identity or
expression, genetic characteristics, familial status, U.S. military veteran status or any
disability. Contractor will require any Sub-contractor to be bound to the same requirements as stated
within this section. Contractor, and on behalf of any subcontractors, warrants compliance with this
section.
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3.4
Coordination; Interaction.
a.
For projects that the City believes requires the coordination of various professional services,
Contractor will work in close consultation with City to proactively interact with any other
professionals retained by City on the SOW ("Coordinating Project Professionals").
b.
Subject to any limitations expressly stated in the SOW Budget, Contractor will meet to review
the SOW, Schedule, SOW Budget, and in-progress work with Coordinating Project
Professionals and City as often and for durations as City reasonably considers necessary in
order to ensure the timely work delivery and SOW completion.
c.
For projects not involving Coordinating Project Professionals, Contractor will proactively
interact with any other contractors when directed by City to obtain or disseminate timely
information for the proper execution of the SOW.
3.5
Work Product.
a.
Ownership. Upon receipt of payment for services furnished, Contractor grants to City, and
will cause its Sub-contractors to grant to the City, the exclusive ownership of and all
copyrights, if any, to evaluations, reports, drawings, specifications, project manuals, surveys,
estimates, reviews, minutes, all "architectural work" as defined in the United States Copyright
Act, 17 U.S.C § 101, et seq., and other intellectual work product as may be applicable ("Work
Product").
(1)
This grant is effective whether the Work Product is on paper (e.g., a "hard copy"),
in electronic format, or in some other form.
(2)
Contractor warrants, and agrees to indemnify, hold harmless and defend City for,
from and against any claim that any Work Product infringes on third-party
proprietary interests.
b.
Delivery. Contractor will deliver to City copies of the preliminary and completed Work
Product promptly as they are prepared.
c.
City Use.
(1)
City may reuse the Work Product at its sole discretion.
(2)
In the event the Work Product is used for another project without further
consultations with Contractor, the City agrees to indemnify and hold Contractor
harmless from any claim arising out of the Work Product.
(3)
In such case, City shall also remove any seal and title block from the Work Product.
4.
Compensation for Completing the Work in the SOW.
4.1
Compensation. Contractor's compensation for the SOW, including those furnished by its Sub-
contractors will not exceed $3,000,000, as specifically detailed in Exhibit B (the "Compensation").
4.2
Change in SOW. The Compensation may be equitably adjusted if the originally contemplated scope
of services as outlined in the SOW is significantly modified.
a.
Adjustments to the Compensation require a written amendment to this Agreement and may
require City Council approval.
b.
Additional services which are outside the scope of the SOW contained in this Agreement
may not be performed by the Contractor without prior written authorization from the City.
c.
Notwithstanding the incorporation of the Exhibits to this Agreement by reference, should
any conflict arise between the provisions of this Agreement and the provisions found in the
Exhibits and accompanying attachments, the provisions of this Agreement shall take priority
and govern the conduct of the parties.
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5.
Billings and Payment.
5.1
Applications.
a.
Contractor will submit monthly invoices (each, a "Payment Application") to City's Project
Manager and City will remit payments based upon the Payment Application as stated below.
b.
The period covered by each Payment Application will be one calendar month ending on the
last day of the month or as specified in the solicitation.
5.2
Payment.
a.
After a full and complete Payment Application is received, City will process and remit
payment within 30 days.
b.
Payment may be subject to or conditioned upon City's receipt of:
(1)
Completed work generated by Contractor and its Sub-contractors; and
(2)
Unconditional waivers and releases on final payment from Sub-contractors as City
may reasonably request to assure the SOW will be free of claims arising from
required performances under this Agreement.
5.3
Review and Withholding. City's Project Manager will timely review and certify Payment Applications.
a.
If the Payment Application is rejected, the Project Manager will issue a written listing of the
items not approved for payment.
b.
City may withhold an amount sufficient to pay expenses that City reasonably expects to incur
in correcting the deficiency or deficiencies rejected for payment.
6.
Termination.
6.1
For Convenience. City may terminate this Agreement for convenience, without cause, by delivering
a written termination notice stating the Effective Termination date, which may not be less than 30
days following the date of delivery.
a.
Contractor will be equitably compensated for Goods or Services furnished prior to receipt
of the termination notice and for reasonable costs incurred.
b.
Contractor will also be similarly compensated for any approved effort expended and
approved costs incurred that are directly associated with SOW closeout and delivery of the
required items to the City.
6.2
For Cause. City may terminate this Agreement for cause if Contractor fails to cure any breach of this
Agreement within seven days after receipt of written notice specifying the breach.
a.
Contractor will not be entitled to further payment until after City has determined its damages.
If City's damages resulting from the breach, as determined by City, are less than the equitable
amount due but not paid Contractor for Service and Repair furnished, City will pay the
amount due to Contractor, less City's damages, in accordance with the provision of § 5.
b.
If City's direct damages exceed amounts otherwise due to Contractor, Contractor must pay
the difference to City immediately upon demand; however, Contractor will not be subject to
consequential damages of more than $2,000,000 or the amount of this Agreement, whichever
is greater.
7.
Conflict. Contractor acknowledges this Agreement is subject to A.R.S. § 38-511, which allows for
cancellation of this Agreement in the event any person who is significantly involved in initiating, negotiating,
securing, drafting, or creating the Agreement on City's behalf is also an employee, agent, or consultant of any
other party to this Agreement.
8.
Insurance.
8.1
Requirements. Contractor must obtain and maintain the following insurance ("Required Insurance"):
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a.
Contractor and Sub-contractors. Contractor, and each Sub-contractor performing work or
providing materials related to this Agreement must procure and maintain the insurance
coverages described below (collectively referred to herein as the "Contractor's Policies"),
until each Party's obligations under this Agreement are completed.
b.
General Liability.
(1)
Contractor must at all times relevant hereto carry a commercial general liability
policy with a combined single limit of at least $2,000,000 per occurrence and
$4,000,000 annual aggregate for each property damage and contractual property
damage.
(2)
Sub-contactors must at all times relevant hereto carry a general commercial liability
policy with a combined single limit of at least $2,000,000 per occurrence.
(3)
This commercial general liability insurance must include independent contractors'
liability, contractual liability, broad form property coverage, XCU hazards if
requested by the City, and a separation of insurance provision.
(4)
These limits may be met through a combination of primary and excess liability
coverage.
c.
Auto. A business auto policy providing a liability limit of at least $2,000,000 per accident for
Contractor and $2,000,000 per accident for Sub-contractors and covering owned, non-
owned and hired automobiles.
d.
Workers' Compensation and Employer's Liability. A workers' compensation and employer's
liability policy providing at least the minimum benefits required by Arizona law.
e.
Notice of Changes. Contractor's Policies must provide for not less than 30 days' advance
written notice to City Representative of:
(1)
Cancellation or termination of Contractor or Sub-contractor's Policies;
(2)
Reduction of the coverage limits of any of Contractor or and Sub-contractor's
Policies; and
(3)
Any other material modification of Contractor or Sub-contractor's Policies related
to this Agreement.
f.
Certificates of Insurance.
(1)
Within 10 business days after the execution of the Agreement, Contractor must
deliver to City Representative certificates of insurance for each of Contractor and
Sub-contractor's Policies, which will confirm the existence or issuance of Contractor
and Sub-contractor's Policies in accordance with the provisions of this section, and
copies of the endorsements of Contractor and Sub-contractor's Policies in
accordance with the provisions of this section.
(2)
City is and will be under no obligation either to ascertain or confirm the existence
or issuance of Contractor and Sub-contractor's Policies, or to examine Contractor
and Sub-contractor’s Policies, or to inform Contractor or Sub-contractor in the
event that any coverage does not comply with the requirements of this section.
(3)
Contractor's failure to secure and maintain Contractor Policies and to assure Sub-
contractor policies as required will constitute a material default under the
Agreement.
g.
Other Contractors or Vendors.
(1)
Other contractors or vendors that may be contracted with in connection with the
SOW must procure and maintain insurance coverage as is appropriate to their
particular contract.
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(2)
This insurance coverage must comply with the requirements set forth above for
Contractor's Policies (e.g., the requirements pertaining to endorsements to name the
parties as additional insured parties and certificates of insurance).
h.
Policies. Except with respect to workers' compensation and employer's liability coverages,
City must be named and properly endorsed as additional insureds on all liability policies
required by this section.
(1)
The coverage extended to additional insureds must be primary and must not
contribute with any insurance or self insurance policies or programs maintained by
the additional insureds.
(2)
All insurance policies obtained pursuant to this section must be with companies
legally authorized to do business in the State of Arizona and reasonably acceptable
to all parties.
8.2
Sub-contractors.
a.
Contractor must also cause its Sub-contractors to obtain and maintain the Required
Insurance.
b.
City may consider waiving these insurance requirements for a specific Sub-contractor if City
is satisfied the amounts required are not commercially available to the Sub-contractor and
the insurance the Sub-contractor does have is appropriate for the Sub-contractor's work
under this Agreement.
c.
Contractor and Sub-contractors must provide to the City proof of the Required Insurance
whenever requested.
8.3
Indemnification.
a.
To the fullest extent permitted by law, Contractor must defend, indemnify, and hold
harmless City and its elected officials, officers, employees and agents (each, an "Indemnified
Party," collectively, the "Indemnified Parties"), for, from, and against any and all claims,
demands, actions, damages, judgments, settlements, personal injury (including sickness,
disease, death, and bodily harm), property damage (including loss of use), infringement,
governmental action and all other losses and expenses, including attorneys' fees and litigation
expenses (each, a "Demand or Expense"; collectively, "Demands or Expenses") asserted by
a third-party (i.e. a person or entity other than City or Contractor) and that arises out of or
results from the breach of this Agreement by the Contractor or the Contractor’s negligent
actions, errors or omissions (including any Sub-contractor or other person or firm employed
by Contractor), whether sustained before or after completion of the SOW.
b.
This indemnity and hold harmless provision applies even if a Demand or Expense is in part
due to the Indemnified Party's negligence or breach of a responsibility under this Agreement,
but in that event, Contractor shall be liable only to the extent the Demand or Expense results
from the negligence or breach of a responsibility of Contractor or of any person or entity
for whom Contractor is responsible.
c.
Contractor is not required to indemnify any Indemnified Parties for, from, or against any
Demand or Expense resulting from the Indemnified Party's sole negligence or other fault
solely attributable to the Indemnified Party.
9.
E-verify, Records and Audits. To the extent applicable under A.R.S. § 41-4401, the Contractor warrants
their compliance and that of its subcontractors with all federal immigration laws and regulations that relate to
their employees and compliance with the E-verify requirements under A.R.S. § 23-214(A). The Contractor or
subcontractor’s breach of this warranty shall be deemed a material breach of the Agreement and may result
in the termination of the Agreement by the City under the terms of this Agreement. The City retains the legal
right to randomly inspect the papers and records of the other party to ensure that the other party is complying
with the above-mentioned warranty. The Contractor and subcontractor warrant to keep their respective
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papers and records open for random inspection during normal business hours by the other party. The parties
shall cooperate with the City’s random inspections, including granting the inspecting party entry rights onto
their respective properties to perform the random inspections and waiving their respective rights to keep such
papers and records confidential.
10.
No Boycott of Israel. To the extent A.R.S § 35-393 through § 35-393.03 are applicable, the parties hereby
certify that they are not currently engaged in, and agree for the duration of the Agreement to not engage in, a
boycott of goods or services from Israel, as that term is defined in A.R.S § 35-393.
11.
Uyghur Forced Labor Prevention Act (UFLPA). Contractor certifies that it does not currently, and during
the term of this Agreement, will not use:
a.
the forced labor of ethnic Uyghurs in the People’s Republic of China;
b.
any goods or services produced by the forced labor of ethnic Uyghurs in the People’s
Republic of China; and
c.
any contractors, subcontractors or suppliers that use the forced labor or any goods or
services produced by the forced labor of ethnic Uyghurs in the People’s Republic of China.
12.
Attestation of PCI Compliance. When applicable, the Contractor will provide the City annually with a
Payment Card Industry Data Security Standard (PCI DSS) attestation of compliance certificate signed by an
officer of Contractor with oversight responsibility.
13.
Notices.
13.1
A notice, request or other communication that is required or permitted under this Agreement (each
a "Notice") will be effective only if:
a.
The Notice is in writing; and
b.
Delivered in person or by overnight courier service (delivery charges prepaid), certified or
registered mail (return receipt requested); and
c.
Notice will be deemed to have been delivered to the person to whom it is addressed as of
the date of receipt, if:
(1)
Received on a business day, or before 5:00 p.m., at the address for Notices identified
for the Party in this Agreement by U.S. Mail, hand delivery, or overnight courier
service on or before 5:00 p.m.; or
(2)
As of the next business day after receipt, if received after 5:00 p.m.
d.
The burden of proof of the place and time of delivery is upon the Party giving the Notice;
and
e.
Digitalized signatures and copies of signatures will have the same effect as original signatures.
13.2
Representatives.
a.
Contractor. Contractor's representative (the "Contractor's Representative") authorized to
act on Contractor's behalf with respect to the SOW, and his or her address for Notice
delivery is:
Climatec, LLC
c/o Tony Kukuk
2851 W. Kathleen Road
Phoenix, AZ 85053
tkukuk@climatec.com
b.
City. City's representative ("City's Representative") authorized to act on City's behalf, and
his or her address for Notice delivery is:
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City of Glendale
c/o Anne Shadle
5970 W. Brown Street
Glendale, Arizona 85302
(623) 930-2864
ashadle@glendaleaz.com
With required copy to:
City Manager
City Attorney
City of Glendale
City of Glendale
5850 West Glendale Avenue
5850 West Glendale Avenue
Glendale, Arizona 85301
Glendale, Arizona 85301
c.
Concurrent Notices.
(1)
All notices to City's representative must be given concurrently to City Manager and
City Attorney.
(2)
A notice will not be deemed to have been received by City's representative until the
time that it has also been received by City Manager and City Attorney.
(3)
City may appoint one or more designees for the purpose of receiving notice by
delivery of a written notice to Contractor identifying the designee(s) and their
respective addresses for notices.
d.
Changes. Contractor or City may change its representative or information on Notice, by
giving Notice of the change in accordance with this section at least ten days prior to the
change.
14.
Financing Assignment. City may assign this Agreement to any City-affiliated entity, including a non-profit
corporation or other entity whose primary purpose is to own or manage the SOW.
15.
Entire Agreement; Survival; Counterparts; Signatures.
15.1
Integration. This Agreement contains, except as stated below, the entire agreement between City
and Contractor and supersedes all prior conversations and negotiations between the parties regarding
the SOW or this Agreement.
a.
Neither Party has made any representations, warranties or agreements as to any matters
concerning the Agreement's subject matter.
b.
Representations, statements, conditions, or warranties not contained in this Agreement will
not be binding on the parties.
c.
The solicitation, any addendums and the response submitted by the Contractor are
incorporated into this Agreement as if attached hereto. Any Contractor response modifies
the original solicitation as stated. Inconsistencies between the solicitation, any addendums
and the response or any excerpts attached as Exhibit A and this Agreement will be resolved
by the terms and conditions stated in this Agreement.
15.2
Interpretation.
a.
The parties fairly negotiated the Agreement's provisions to the extent they believed necessary
and with the legal representation they deemed appropriate.
b.
The parties are of equal bargaining position and this Agreement must be construed equally
between the parties without consideration of which of the parties may have drafted this
Agreement.
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c.
The Agreement will be interpreted in accordance with the laws of the State of Arizona.
15.3
Survival. Except as specifically provided otherwise in this Agreement, each warranty, representation,
indemnification and hold harmless provision, insurance requirement, and every other right, remedy
and responsibility of a Party, will survive completion of the SOW, or the earlier termination of this
Agreement.
15.4
Amendment. No amendment to this Agreement will be binding unless in writing and executed by
the parties. Any amendment may be subject to City Council approval. Electronic signature blocks
do not constitute execution.
15.5
Remedies. All rights and remedies provided in this Agreement are cumulative and the exercise of
any one or more right or remedy will not affect any other rights or remedies under this Agreement
or applicable law.
15.6
Severability. If any provision of this Agreement is voided or found unenforceable, that determination
will not affect the validity of the other provisions, and the voided or unenforceable provision will be
deemed reformed to conform to applicable law.
15.7
Counterparts. This Agreement may be executed in counterparts, and all counterparts will together
comprise one instrument.
16.
Term.
16.1
Extensions. The term of this Agreement commences upon the effective date and continues for a one
(1)-year initial period. The City may, at its option and with the approval of the Contractor, extend
the term of this Agreement an additional four (4) years, on an annual basis. Contractor will be notified
in writing by the City of its intent to extend the Agreement period at least thirty (30) calendar days
prior to the expiration of the original or any extension period. Price adjustments will only be reviewed
prior to the extension period and any such price adjustment will be a determining factor for any
renewal. There are no automatic extensions or renewals of this Agreement.
16.2
Extension for Procurement Process. Upon the expiration of the Term of this Agreement, including
the initial term and any renewals, at the City’s sole discretion, this Agreement may be extended on a
month-to-month basis for a maximum of six (6) months to allow for the City to complete its
procurement process to select a vendor to provide the services/materials similar to those provided
under this Agreement. The City will notify the Contractor in writing of its intent to extend the
Agreement at least thirty (30) calendar days prior to the expiration of the Term. Any extension
provided under this subsection will continue under the same terms and conditions as in effect
immediately prior to the expiration of the then-current term.
17.
Dispute Resolution. Any controversy or claim arising out of or relating to this contract, or the breach
thereof, shall be settled by arbitration administered according to the American Arbitration Association’s
Commercial Arbitration Rules, and judgment on the award rendered by the arbitrator may be entered in any
court having jurisdiction thereof.
18.
Cooperative Use of Contract. This agreement may be extended for use by other governmental agencies
and political subdivisions of the State. Any such usage by other entities must be in accord with the ordinances,
charter, rules and regulations of the respective entity and the approval of the Contractor and City. For a list
of SAVE members, click on the following link: http://www.mesaaz.gov/business/purchasing/save
19.
Exhibits. The following exhibits, with reference to the term in which they are first referenced, are
incorporated by this reference.
Exhibit A
SOW
Exhibit B
Compensation
(Signatures appear on the following page.)
The parties enter into this Agreement as of the Effective Date shown above.
City of Glendale,
an Arizona municipal corporation
By: Kevin R. Phelps
Its: City Manager
ATTEST:
Julie K. Bower
City Clerk
(SEAL)
APPROVED AS TO FORM:
Michael D. Bailey
City Attorney
Climatec, LLC,
an Arizona linited lability coytpany
By: Tony Kykuk
Its: ViceP
01/28/2025
EXHIBIT A
PREVENTATIVE MAINTENANCE, REPAIRS, AND MATERIALS FOR INTRUSION ALARM,
ACCESS CONTROL, CCTV, AND GATE OPERATORS
SOW
Contractor shall perform the services per the attached solicitation.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
3
rev. 5.8.2024
1.
INTRODUCTION
The City of Glendale (City) is seeking proposals from qualified contractors to provide
preventative maintenance, repairs and materials for Intrusion Alarm, Monitoring,
Access Control, CCTV, and Gate Operators.
The city currently has multiple manufacturers’ equipment to manage all security
needs. The city has a high level of expectation that all install technicians and service
technicians sent onsite are certified for the equipment that they will be installing or
troubleshooting. The Contractor will be called on when it comes to the design and
installation of various manufacturers’ equipment on all remodels as well as new
builds. This contract will require that the Contractor be able to work with multiple
departments to meet the expectations set forth in the scope of work.
2.
BACKGROUND
The City of Glendale is comprised of multiple buildings including city offices,
support and operations facilities, police and fire stations, water treatment facilities,
recreational centers, and a regional training center. The City of Glendale Facilities
Management Division is responsible for providing preventative maintenance and
repairs to all City buildings and facilities. The Division shall maintain oversight of
the Contractors’ performance of these services.
The city of Glendale reserves the right to award in whole or in part, by item or groups
of items, by categories or geographic area, make multiple awards, or re-assign
buildings after award, where such action serves the City’s best interest. The city of
Glendale reserves the right to competitively solicit additional contractors, at the
City’s sole discretion, in cases where the awarded Contractors are of an insufficient
number or skill set to satisfy the City’s needs or to ensure adequate completion on
any project or task order work.
Contractors are strongly encouraged, but not required, to respond on all categories.
Contractors able to service only one (or more) category are encouraged to respond
to those individual categories. Although the City anticipates routine use of services
under this contract, no commitment of any kind concerning actual use of services
is expressed or implied.
3.
OBJECTIVES
The city takes pride in providing a safe environment for its citizens and employees.
All Contractors awarded as a result from this solicitation shall ensure they manage
their contract efficiently, perform all requirements stated in the contract, meet
performance expectation/standards, and manage their employees to ensure there
is no adverse impact to the city. Additionally, the city’s goal is to reduce the city’s
time in monitoring vendor performance. Consistent communication with the City
Representatives is key to meeting the requirements in the Scope of Work. The city
is open to contractor suggestions to gain efficiencies throughout the contract term.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
4
rev. 5.8.2024
4.
CURRENT PRODUCT ENVIRONMENT
• Closed Circuit Television Systems
o Identiv with Access Cameras
o Avigilon
• Access Control Systems
o Velocity/Hirsch
▪ Identiv
▪ ACC
• Intrusion Detection Systems
• Gate Operators
o Hysecurity
• Integrated Communication Systems
5.
PRODUCT DISTRIBUTION
• Closed Circuit Televisions
• Access Controls
• Intrusion Detection
• Gate Operators
• Integrated Communications Systems for City departments that need to purchase
new or upgrade systems in whole or in part.
6.
SCOPE OF WORK
A.
INSTALLATIONS, MAINTENANCE, AND REPAIRS
i.
Additional certifications may be required to repair and maintain security
systems.
ii.
All equipment specified shall be inspected, tested, serviced, and repaired
in accordance with current NFPA, Federal, State, and Municipal codes,
rules, regulations, and ordinances.
iii.
Inspections/testing may be conducted monthly, bi-monthly, quarterly,
semi-annually or on an annual basis.
iv.
Technicians must be certified and trained to perform maintenance,
installations, and repairs on all systems awarded under the contract.
v.
All work will be performed according to manufacturer’s instructions.
vi.
Warranties must be reviewed on products prior to performing
maintenance and repairs to ensure City is not paying for services that are
covered under warranty.
vii.
Contractor shall provide applicable software updates, patches/fixes as
part of the maintenance program.
viii. Contractor shall re-execute any work that fails to conform to
requirements of the contract.
ix.
Contractor shall immediately remedy any defects due to faulty
workmanship. Such re-execution of work shall be the sole responsibility
of the Contractor (including all associated costs).
x.
The Contractor must designate certified technicians to ensure
performance measures are met.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
5
rev. 5.8.2024
xi.
All related work, offeror must possess all valid certifications and/or
licenses as required by federal, state, or local laws at the time of
submittal.
B.
LOW VOLTAGE SYSTEMS
i.
Design: Contractor must have fully certified, qualified, and trained
personnel with the ability to design a turnkey solution for Security
Monitoring systems.
ii.
Installation: Contractor must have qualified staff with the ability and
applicable certifications to install/repair equipment for monitoring
systems.
iii.
Technology: State of the art technology solutions and (added) innovative
solutions to improve efficiencies must include reporting and alert
systems, online access to data, mobile device management, etc.
iv.
Training/Quality
Assurance:
Training
must
be
available
upon
implementation of new program as well as ongoing and continuous
communication and quality assurance. Resources must be made
available for quick tutorials on how to obtain Alarm History, view
Monitoring Location information, and access similar reporting features.
C.
ACCESS CONTROL SYSTEM
i.
The Contractor must provide and install a new integrated security
management system that provides a simple and easy-to-use graphical
user interface and local operational control of all access points and alarm
sensors.
ii.
All parts related to the communication encryption infrastructure must be
FIPS-140-2 certified to include manufacturer NIST certificate number
confirming certification. Systems that do not carry FIPS-140-2 certification
may not be acceptable.
iii.
The Contractor must be Velocity/Hirsch Identiv and/or ACC ACM
/Avigilon certified.
iv.
The manufacturer of the proposed system must be ISO 9001 certified
and ISO 140001 certified indicating their commitment to conserve
energy and reduce waste.
v.
The manufacturer must supply, immediately upon request, a Voluntary
Product Accessibility Template (VPAT) statement showing support for
Section 508.
vi.
Contractor shall require resellers to pass a formal training program prior
to being certified as authorized to sell and install the system.
vii.
The Security Management System (SMS) client and server software will
be used in conjunction with intelligent controllers to provide a distributed
access control and alarms monitoring system.
viii. In the event of a communications failure between the host server and the
field controllers, the controllers shall continue to make local access
control decisions and shall be able to save all transactions in memory until
communications are restored. At that time the controller shall upload all
stored transactions to the server.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
6
rev. 5.8.2024
ix.
The SMS shall be able to seamlessly integrate the functions of access
control, alarms monitoring and response, digital video imaging, badge
design/creation, and visitor management.
x.
All SMS user interface components shall run in an integrated application
environment as part of a single application executable. Systems which
provide their user interface through multiple separate applications
programs may not be acceptable, except as specifically indicated below
xi.
System must support multiple card reader technology including but not
limited to: Proximity, Wiegand effect, Biometrics, Keypad, Card/keypad
(PIN), High-speed long-range Vehicle ID, Smart Card and Mobile
credentials
xii. Communication from the access control communication server to the
remote intelligent control panels shall be selectable. Communication
options shall be RS-232 directly to the intelligent control, via RS-485
converter, dial-up, leased line from a defined communication port or by
LAN/WAN using an IP address for direct connection to the intelligent
controller via network interface card. When using IP addressing it shall
be un-acceptable to use a communication port converter device on the
communication server side of the transmission
xiii. System shall be able to provide a scheduler that will automatically
o Communicate to remote locations to retrieve history transactions and
update panel information, including time and date
o Activate or deactivate cards locally or at remote dial- up sites
o Initiate a pre-programmed command event/action
o Synchronize system to intelligent controller time
o Run a pre-defined history report
o Run a pre-defined card holder report
o Card frequency report defined by reader(s), over a defined period of
time with disposition options to automatically report or report and
deactivate card or change the access level of the card
D.
CLOSED CIRCUIT TELEVISION SYSTEM (CCTV) SYSTEM
i.
System must utilize network recorders capable of storage and playback
of images.
ii.
System proposed shall be a centrally managed, scalable client/server-
based architecture that allows full virtual matrix switching and control
systems.
iii.
Video Surveillance recorders must be able to record at multiple
resolutions, in various modes: continuous, motion detection, alarm
activation, scheduled or event (pre/post) recording and come in various
storage options.
iv.
Video streams between camera and network video recorder must be able
to be configured for both unicast and multi‐cast transmission modes.
v.
All cameras must be full featured, designed for indoor and outdoor
applications. Outdoor cameras shall be sealed for outdoor use and
provide IP66 protection against water, wind, or dust.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
7
rev. 5.8.2024
vi.
System must allow recorded video to be played back or forward frame by
frame, and from beginning or end of the clip. Solution must be able to
record from 1–30 frame per second on a per camera basis.
vii.
System must have the capability to record when motion occurs and
suppress video recording.
viii. System must provide video authentication, checksums, and reporting to
ensure videos are not altered in any way.
ix.
System must provide simultaneous viewing of both live and recorded
video through an App or web browser interface exclusively.
x.
Entire system must be able to be administered through an App or web
browser including full control of PTZ cameras.
xi.
System must export directly into current industry standard formats (e.g.
JPEG, AVI, and WMV).
xii. System must be able to view multiple images on a single display
(preferred is 16) with a preferred resolution of 1024x768. App or Internet
browser display must allow for viewing of different cameras from multiple
network video recorders simultaneously.
E.
INTRUSION DETECTION SYSTEM:
i.
Must integrate with facility doors, windows, and departments as well as
provide integration with external systems, such as building appliances
and building alert systems for remote control and central collection of
external system alerts.
ii.
Contractor shall provide all software updates as applicable.
iii.
System must connect to external systems to receive status changes by
way of a dry contact output from the external system when integrated
with external systems.
•
System shall use its user interface to provide local status messages
from external systems, providing for the initiation of local building
policies
•
Optionally, the system shall be able to transmit information to an
offsite monitoring service to provide initiation of remote policies when
appropriate.
•
Installer shall follow manufactures instructions when installing and
programming system equipment.
iv.
All system electronic components shall be solid-state type, mounted on
printed circuit boards. Light duty relays and similar switching devices
shall be solid-state type or electromechanical.
v.
A battery test shall be automatically performed to test the integrity of the
standby battery.
vi.
The control unit shall be capable of operating and supervising notification
appliance devices as well as addressable initiating detection devices and
an integrated supervised dual line digital communicator.
vii.
The system shall support multiple supervised remote keypads with the
identical capabilities, functions and display layout. Operation of the
remote annunciators shall be limited to authorized users by the use of a
code or key.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
8
rev. 5.8.2024
viii. Support programming to require the same or different access code
entered within a programmed delay time of 1 to 15 minutes after
disarming before activating a silent ambush alarm
ix.
The system areas and zones shall be programmable, and the system
shall store, log, display, and transmit specific custom designations for
system areas, zones, and usernames
x.
The system shall support user interaction by way of a keypad, web
browser, system software, key switch, or radio frequency wireless control,
Text messaging, or Smart Phone Application using integrated or auxiliary
devices provided by the system manufacturer
xi.
The system shall support controller zone input connections, system
keypads, system zone expansion modules, and wireless zone input
modules. The system shall offer a seamless integrated compatibility with
hard-wire and/or wireless zone expansion
xii. System relay outputs shall have the capability of being triggered as a
result of a command from the user interface, changes in system status,
changes in zone status, or by a programmable schedule
xiii. System relay output states shall be programmable for momentary,
maintained, pulsed, or must follow the state of an associated system
zone input
xiv. The system shall be completely programmable either locally from a
keypad or remotely through a standard dial-up, and network connections
by way of a LAN, WAN, and/or by way of the Internet, cellular
communications paths
F.
INTEGRATED COMMUNICATION SYSTEM
i.
Provide complete and satisfactorily operating integrated Intercom/
Communications System as described herein, using materials and
equipment of types, sizes, ratings, and performances as indicated.
ii.
Use materials and equipment that comply with referenced standards
and manufacturer’s standard design and construction, in accordance
with published product information.
iii.
Coordinate the features of all materials and equipment so they form an
integrated system, with components and interconnections matched for
optimum performance of specified functions.
iv.
Features offered by this system shall be implemented and controlled by
software programs that can be changed and expanded as customer
needs evolve.
v.
The system shall allow system monitoring and administration from a
local Windows PC, remote Windows PC via network connectivity.
vi.
The system shall be an electronic system consisting of one or two
amplified intercom channels, (classroom) speakers, call switches,
and/or telephones, digital readout for display of call origination, and
solid-state logic and sensing.
vii.
Ability to provide multiple zone program distribution which is not
interrupted by intercom communication.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
9
rev. 5.8.2024
viii. System shall provide the ability to initiate City safety paging
announcements, evacuation tones and take cover tones from any
telephone within the facility or outside the facility to any other location
within the facility.
ix.
System must also allow the implementation of a City-wide
announcement system where live messages, pre-recorded
announcements and emergency tones can be triggered via a telephone
or browser-based user interface.
x.
The central switching system shall provide for switching of the intercom
talk path to a classroom telephone, during the course of a call.
G.
MONITORING SERVICES – INTRUSION DETECTION SYSTEMS
i.
Contractor shall provide monitoring services for City of Glendale intrusion
detection systems
ii.
Contractor shall be a full-service Underwriters Laboratory (UL) or Factory
Mutual (FM) certified central station with an automated processing
computer that integrates with a wide range of commonly used systems
such as, but not limited to: Ademco, Bosch, DSC, Fire Lite, Simplex,
Notifier, Sentrol, Silent Knight, Radionics, etc
iii.
Contractors that subcontract monitoring services to established local
U.L. or F.M. certified central stations must meet qualifications set forth
in this solicitation
iv.
Contractor technicians must be completely trained and certified by the
manufacturer in the monitoring and programming of systems that they
service
v.
Contractor shall have the required programmers or remote programming
software to program the systems to the City’s specifications at any time.
Awarded contractor shall also provide training in regard to updated
software programs
vi.
It may be preferred by the City if the contractor offer a customer dealer
portal
vii.
The successful contractor shall be fully responsible for dispatching the
designated emergency services, alarm response contractor, and or other
personnel required by the City. NOTE: If the City suffers from any
physical damage or theft resulting from lack of dispatch from the
monitoring company, the monitoring company will be responsible for
such loss. Dispatch may be done via network connection or telephone
viii. Contractor shall have personnel on duty 24 hours per day, seven days
per week including weekends and holidays to dispatch via network
connection such as, but not limited to, cell phone technology.
ix.
The monitoring company shall have the ability to communicate with the
City’s contracted response company on a 24-hour-a-day basis as directed
by the City.
x.
The awarded contractor shall have an electronic communication device
located in the Central Station. The phone is to be used for communicating
with the City representative when responding to alarm calls as well as to
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
10
rev. 5.8.2024
communicate with the dispatch guard service responding to the alarm
conditions.
xi.
The Central Station shall have an up-to-date receiver connected to a
minimum of four (4) line communications system. A full complement of
spares as required by the manufacturer and UL or FM shall be available
on site at all times. The Contractor shall provide and install a new
upgraded/integrated service to add radio read dialers to approximately
eighty (80) accounts.
xii. An inspection of the facilities to confirm all of the above items may be
required by a City representative prior to issuance of a Purchase Order.
The City shall have the option of any independent advisor being present
at the inspection of the facilities.
xiii. The City may expand the number of systems located on their sites
throughout the term of this contract. New systems added will be covered
under this proposal at the current monitoring rate until the end of the
current term.
xiv. Initial programming changes shall be considered for both Central Station
and each panel. The monitoring company shall ensure that all account
numbers, pass codes, and ID’s remain the same, unless otherwise agreed
upon by the City.
xv.
Contractor must provide a hard copy of all account numbers, alarm type,
pass codes, zone list, dealer codes, and other pertinent account
information
xvi. Contractor must provide professional labels for existing and new panels
xvii. Awarded contractor shall be a qualified licensed and bonded alarm
monitoring company in the State of Arizona.
xviii. It may be preferred by the City of Glendale the ability to provide the
scripted reporting on account activations
H.
SERVICE RESPONSE TIMES
Monday - Friday
Monday - Friday
Normal Business
Hours
After Business
Hours
Weekends / Holidays
6:00 am - 5:59 pm
6:00 pm - 5:59 am 6:00 am – 5:59 am
RESPONSE
TIMES
Contractor
must
provide telephoned
acknowledgement
within 30 minutes
Contractor
must
provide telephoned
acknowledgement
within 30 minutes
See
Emergency
unless
otherwise
specified.
CONTRACTOR
ONSITE
Contractor must be
on site within two
hours
of
above
acknowledgement
Contractor must be
on site within two
hours
of
above
acknowledgement
EMERGENCY
Contractor must provide telephoned acknowledgement within 30
minutes and estimated time of arrival is within two hours or less.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
11
rev. 5.8.2024
Note: Contractor shall be required to provide the City with a 24-hour, toll-free
access to their staff via any communications system they choose.
I.
EQUIPMENT TESTING
Contractor shall notify City staff at least two weeks in advance to schedule
testing with proposed dates and times within the following timeframes:
i.
NORMAL BUSINESS HOURS: work performed between 6:00 am to 5:59
pm, Monday through Friday, City Holidays excluded
ii.
AFTER HOURS SERVICE: work performed between 6:00 pm and before
5:59 am the next business day.
iii.
WEEKENDS/HOLIDAY: work performed during Saturday, Sunday or
during a City observed Holiday.
J.
AUDIT RECORDS OF PROVIDED SERVICES
i.
The Contractor shall maintain complete and accurate records required
substantiating the services provided (including required part
replacements, programming codes and passwords) to all City staff.
ii.
Such records shall, at a minimum, indicate the dates, times, and type of
servicing performed.
iii.
The Contractor shall make all records available to the City
Representative or delegate upon request at no additional cost.
iv.
All such records shall become the property of the City.
K.
INVOICING
Contractor shall submit invoices to the City within 30 days after completion
of services. Failure to submit an invoice within this timeframe may cause
delays in paying the Contractor’s invoice. All invoicing for Time and Materials
shall include:
i.
Purchase Order number or Work Order number
ii.
Job site name and location
iii.
Completion date
iv.
Description of work performed
v.
Total labor hours
vi.
Itemized part numbers
vii.
Tax on parts only
L.
PERFORMANCE METRICS
GOAL
METRIC
OUTCOME
Dispatched technicians
are certified to perform
installation services and
100% of technicians
are certified
A higher number and diverse
range of certifications
indicate a broader skill set
and expertise among
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
12
rev. 5.8.2024
maintenance on
equipment.
personnel, leading to higher
service quality, compliance
with standards, and
customer satisfaction.
GOAL
METRIC
OUTCOME
Response time to service
requests or emergencies
related to the
maintenance or
troubleshooting systems
are met per the contract.
90% average
response time met
A higher average response
time indicates quicker
acknowledgment and
initiation of service, which
can lead to faster issue
resolution and minimized
disruption to system
operations.
Accurate invoices
submitted for payment
after service provided
and accepted.
100% of invoices
submitted with
correct information
per Contract
requirements.
A higher percentage of
accurate invoices indicates
effective billing practices,
which can lead to timely
payments, reduced
disputes, and improved
financial management.
City facilities made
aware of equipment
testing of alarms
Contractor notifies
2-weeks in advance
of testing proposed
dates and times
By measuring and improving
awareness of equipment
testing among city facilities,
organizations can enhance
safety measures, streamline
operations, and foster a
proactive approach to
emergency preparedness
within the community.
6.
HOW WE CHOOSE
A.
SCORING RESPONSES
The evaluation criteria are weighted in accordance with the Submission
Requirements. Your response will be rated as follows:
• 25% Experience, proven performance, and qualifications
• 25% Method of Approach
• 30% Capacity of Offeror
• 10% Cost
B. EVALUATION PANEL: Submittals will be evaluated by a panel based on the
stated criteria and are responsible for selecting the proposal that is most
advantageous to the City.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
13
rev. 5.8.2024
C. PANEL CONTACT: Offerors shall have no exclusive meetings, conversations or
communications with an individual evaluation panel member on any aspect of
the RFP, after submittal.
D. INTERVIEWS: City may ask some or all Offerors to participate in an interview
at any point during the evaluation process but is not required to do so.
Information gathered in an interview will be used by the panel to make a
selection. Offeror is responsible for any costs incurred to participate in an
interview.
E. ADDITIONAL INVESTIGATIONS: City may conduct additional investigations
needed to determine the competence or financial stability of any Offeror.
F. BEST AND FINAL OFFERS: City may request best and final offers and will
determine the scope and subject of any best and final request.
G. PROPOSAL EVALUATION: City reserves the right to secure additional
information from the Offeror in various forms and to award based on
submitted information.
7.
NOTICE OF INTENT TO AWARD AND PROTEST PERIOD: Information about the
recommended award for this solicitation will be posted here and will be available
immediately after the City has completed its evaluation process. Questions
regarding the notice of intent to award must be directed to the listed Procurement
Officer immediately. Any protest must be submitted to the Procurement
Administrator no later than seven (7) calendar days from the date of posting on
the Internet. Information and instructions on how to file a protest can be found
here.
8.
WITHDRAWAL OF PROPOSAL: Offeror may withdraw a submitted proposal at any
time prior to the specified solicitation due date and time through the City’s online
bidding system. Withdrawals must be made by the Offeror or designated
representative listed on the proposal. Telephonic or oral withdrawals cannot be
accepted.
9.
OFFER ERRORS OMISSIONS AND CORRECTIONS: City will not be responsible for
any offeror errors or omissions. Any corrections shall be submitted through the
City’s online bidding system prior to due date and time of the RFP. No corrections
will be permitted after the offers have been opened.
10.
COMPETITIVE NEGOTIATIONS: City may negotiate with multiple Offerors at the
same time. Negotiations may result in changing the conditions, terms, or price of
the proposed contract for the benefit of the City unless prohibited herein. All
Offerors shall be treated fairly and equally while conducting negotiations and the
City is prohibited from disclosing any information submitted by competing
Offerors. Entering into negotiations does not constitute a contract award or confer
any rights to Offerors. The City may formally terminate negotiations and enter
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
14
rev. 5.8.2024
into concurrent or exclusive negotiations with the next most qualified Offeror/s if
it is in the City’s best interest to do so.
11.
NO CONTACT, NO INFLUENCE DURING THE RFP PROCESS: City is conducting a
competitive RFP process for the contract, free from improper influence or
lobbying. There shall be no contact concerning this RFP from Offerors submitting
a Proposal with any member of the City Council, RFP Evaluation Committee
Members, or anyone connected with the process for or on behalf of the City.
Contact includes direct or indirect contact by the Offeror, its employees,
attorneys, lobbyists, surrogates, etc. in an attempt to influence the RFP process.
From the time the RFP is issued until the expiration of the protest period or the
resolution of any protest, whichever is later (the “Silent”), Offerors, directly or
indirectly through others, are restricted from attempting to influence in any manner
the decision making process through, including but not limited to, the use of paid
media; contacting or lobbying the City Council or City Manager or any other City
employee (other than Material Management employees); the use of any media for
the purpose of influencing the outcome; or in any other way that could be construed
to influence any part of the decision-making process about this RFP. This provision
shall not prohibit an Offeror from petitioning an elected official or engaging in any
other protected first amendment activity after the protest period has run or any
protest has been resolved, whichever is later.
Violation of this provision will cause the proposal or offer of the Offeror to be found
in violation and to be rejected.
12.
PROPRIETARY INFORMATION Offeror
shall
clearly
mark
any
proprietary
information contained in its bid with the words “Proprietary Information.” Offeror
shall not mark any Solicitation Form as proprietary. Pricing data shall not be
considered proprietary. Marking all, or nearly all, of a bid as proprietary may result
in rejection of the bid.
Offerors acknowledge that the City is required by law to make certain records
available for public inspection. In the event that the City receives a request for
disclosure of Proprietary Information by any person, court, agency or administrative
body, or otherwise has a reasonable belief that it is obligated to disclose the
Proprietary Information to any such person or authority, the City will provide Offeror
with prompt written notice so that Offeror may seek a protective order or other
appropriate remedy. The Offeror, by submission of materials marked Proprietary
Information, acknowledges and agrees that the City will have no obligation to
advocate for non-disclosure in any forum or any liability to the Offeror in the event
that the City must legally disclose the Proprietary Information.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
15
rev. 5.8.2024
13.
SUBMISSION CHECKLIST
This section provides an overview of the submission instructions including a
checklist to aid in the submission of complete proposals. Offerors shall complete
the fillable “RESPONSE WORKBOOK” attachment and submit as their proposal.
Vendors are strongly advised to read this section in its entirety and complete the
checklist to avoid disqualification. Please note that the City will NOT be able to
consider proposals that are submitted late or that do not follow these guidelines.
The Offeror shall bear all costs associated with submitting the proposal, including
proposal preparation, site visitation or any travel connected with submission of
the proposal. The City shall have no liability whatsoever for such costs.
Checklist for Submitting Proposal
Complete
(✓)
Submission Requirements
OFFER SHEET (Response Workbook)
Offeror Name
Offeror Address
1. EXPERIENCE AND PROVEN PERFORMANCE
(14 questions)
2. METHOD OF APPROACH
(8 questions)
3. CAPACITY OF OFFEROR
(5 questions)
4. REFERENCES (list three)
5. COMPLETED PRICING WORKBOOK
(submit as a separate document)
ADDENDUM RESPONSES (if applicable)
Return of Offer
•
Electronic copies of all "SUBMISSION REQUIREMENTS” listed
above. Pricing Workbook must be submitted separately from
the rest of the proposal.
14.
SUBMISSION REQUIREMENTS
For this proposal, you must provide a completed OFFER SHEET in addition to
answering the questions identified in the REQUIRED RESPONSES. (See Response
Workbook)
Responses must be numbered to correspond to the question numbers to aid in
the evaluation process; failure to do so may result in disqualification.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
16
rev. 5.8.2024
Should your offer contain any PROPRIETARY INFORMATION you must clearly mark
that information with the words “Proprietary Information.” Only information
contained in your response questions may be marked as such, information on the
OFFER SHEET or PRICING SHEET (if applicable) are not considered proprietary.
Offerors acknowledge that the City is required by law to make certain records
available for public inspection. By submitting any materials marked as Proprietary
Information, Offeror acknowledges and agrees that the City will have no obligation
to advocate for non-disclosure in any forum or any liability to the Offeror if the City
must legally disclose the Proprietary Information.
Helpful Hints:
•
Answer each question completely, your answers will be the only basis on
which your proposal is scored.
•
Do not unnecessarily elaborate, keep your response complete and effective.
•
Do not provide general answers or reference to sales literature.
•
Only when applicable attach and reference supporting documents.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
17
rev. 5.8.2024
EXHIBIT 1: SPECIAL NOTICES
By signing on the Offer/Bid page, solicitation Addendum(a), or cover letter accompanying
the submittal documents, Offerors are certifying that they understand the following notices
and agree to comply with all required terms and conditions.
1.
RETURN OF OFFER
The Offeror shall submit required proposal responses electronically in Vendor
Self Service (VSS).
Offeror is required to register in VSS prior to submitting a proposal if they have
not already registered.
https://glendaleazvendors.munisselfservice.com/Vendors/default.aspx
Guide to Register as a new vendor:
https://www.glendaleaz.com/your_government/city_finances/procurement/vendo
r_self_service___v_s_s_ (This is a PDF document “Vendor Registration
Instructions” at the bottom of page.)
a.
The Offeror shall complete all sections of the solicitation in the format
given and the spaces provided. Proposals that do not conform to the above
format may be rejected.
b.
The Offeror shall bear all costs associated with submitting the proposal,
including proposal preparation, site visitation or any travel connected with
submission of the proposal. The City shall have no liability whatsoever for
such costs.
2.
PRE-OFFER CONFERENCE
A Pre-Offer meeting will be held on the time and at the location shown on page 1
of this document. Attendance is not required. Copies of the Request for Proposal
(RFP) will NOT be available.
The purpose of the conference will be to clarify the contents of the solicitation to
prevent any misunderstanding of the City of Glendale’s position. Any doubt as to
the requirements of the solicitation or any apparent omission or discrepancy should
be presented to the City at the conference. The City will determine the appropriate
action necessary, if any, and issue a written amendment to the solicitation if
required. Oral statements or instructions will not constitute an amendment to the
solicitation.
3.
NO CONTACT, NO INFLUENCE DURING THE RFP PROCESS
The City is conducting a competitive RFP process for the contract, free from
improper influence or lobbying. There shall be no contact concerning this RFP
from Offerors submitting a Proposal with any member of the City Council, RFP
Evaluation Committee Members, or anyone connected with the process for or on
behalf of the City. Contact includes direct or indirect contact by the Offeror, its
employees, attorneys, lobbyists, surrogates, etc. in an attempt to influence the RFP
process.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
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Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
18
rev. 5.8.2024
From the time the RFP is issued until the expiration of the protest period or the
resolution of any protest, whichever is later (the “Silent Period”), Offerors, directly
or indirectly through others, are restricted from attempting to influence in any
manner the decision making process through, including but not limited to, the use
of paid media; contacting or lobbying the City Council or City Manager or any other
City employee (other than Procurement employees); the use of any media for the
purpose of influencing the outcome; or in any other way that could be construed to
influence any part of the decision-making process about this RFP. This provision
shall not prohibit an Offeror from petitioning an elected official or engaging in any
other protected first amendment activity after the protest period has run or any
protest has been resolved, whichever is later.
Violation of this provision will cause the proposal or offer of the Offeror to be found
in violation and to be rejected.
4.
CONFLICT OF INTEREST
Contractor shall disclose the following: 1) the name(s) and position(s) of each
Contractor’s employee or subcontractor that participated in the preparation of the
submittal or who will be involved, directly or indirectly, with performing the
contract, if awarded; 2) the name(s) of any City of Glendale employee who is a
relative of persons identified pursuant to No. 1; 3) the name(s) and position(s) of
Contractor’s personnel that have a financial or proprietary interest in the contract;
4) the name(s) of any City of Glendale employee who is a relative of persons
identified pursuant to No. 3.
Providing such disclosure will not necessarily disqualify a Contractor. Failure to
disclose the requested information or any potential conflict of interest pursuant to
A.R.S. § 38-511 et seq. may result in rejection of the proposal or bid or any contract
being void or terminated.
For purposes of this provision, the following definitions apply:
i.
“Employee” means all persons who are employed on a full-time, part-time or
contract basis by the City of Glendale.
ii.
“Relative” means the spouse, child, child’s child, parent, grandparent,
brother or sister of the whole or half blood and their spouses and the parent,
brother, sister or child of a spouse.
5.
INQUIRIES
Any question related to the Request for Proposal shall be directed to the
Procurement Officer whose name appears above. An Offeror shall not contact or ask
questions of the department for whom the requirement is being procured. The
Procurement Officer may require any and all questions be submitted in writing.
Offerors are encouraged to submit written questions via electronic mail or facsimile,
no later than FIVE days prior to the proposal due date. Any correspondence related
to a solicitation should refer to the appropriate Request for Proposal number, page
and paragraph number. An envelope containing questions should be identified as
such; otherwise, it may not be opened until after the official proposal due date and
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
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Procurement Division
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Suite 210
Glendale, Arizona 85302
19
rev. 5.8.2024
time. Oral interpretations or clarifications will be without legal effect. Only questions
answered by a formal written amendment to the Request for Proposal will be
binding.
6.
SPECIAL TERMS AND CONDITIONS
Additional terms and conditions specific to the provision of the services referenced
will be negotiated with the successful bidder for inclusion in the contract.
7.
PUBLIC RECORD REQUIREMENTS
Offeror acknowledges that the City is a public agency and must comply with all
Public Records laws and proposals submitted become the property of the City and
are subject to public disclosure requirements in accordance with Arizona Public
Records Law. Any portion of the proposal that the offeror deems confidential or
proprietary must be clearly labeled as such. Labeling material does not
automatically preclude the material from public disclosure, as the City is required
to make an appropriate determination as to the confidentiality of the material in
accordance with Arizona Public Records Law. It is the offeror’s sole responsibility
and cost to take action, including legal actions, to protect such material. Price is
not confidential and will not be withheld.
8.
PERMITS AND LICENSES
It is the offeror’s sole responsibility to determine and secure any and all licenses
and permits the contractor needs to operate the facility, from any regulatory body
having jurisdiction related to the services being provided. Such costs are the
exclusive responsibility of the operator, operator must also ensure appropriate
licensing of any sub-contractors, operator shall notify the City in writing within two
(2) working days of any suspension, revocation or renewal.
9.
NO COLLUSION OR ANTI-COMPETITIVE PRACTICES
The submission of the offer did not involve collusion, and without any agreement,
understanding or planned common course of action with, any other vendor of
materials, supplies, equipment or services described in the invitation to bid,
designed to limit independent bidding or competition or other anti-competitive
practices.
10.
NON-DISCRIMINATION
Contractor agrees not to discriminate against any employee or applicant for
employment on the basis of race, color, religion, sex, national origin, age, marital
status, sexual orientation, gender identity or expression, genetic characteristics,
familial status, U.S. military veteran status or any disability. Contractor will require
any Sub-contractor to by bound to the same requirements as stated within this
section. Contractor, and on behalf of any subcontractors, warrants compliance with
this section.
11.
NO CONSIDERATIONS
The Contractor has not given, offered to give, nor intends to give at any time
hereafter, any economic opportunity, future employment, gift, loan, gratuity, special
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
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Procurement Division
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Suite 210
Glendale, Arizona 85302
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discount, trip, favor, meal or service to a public servant in connection with the
submitted offer.
12.
AUTHORIZED AGENT
The individual signing the submittal is an authorized agent and has the authority to
bind the Offeror to the proposal and subsequent contract if awarded.
13.
KEY PERSONNEL
If awarded, Offeror shall assign a specific individual as the key point of contact for
the management of the contract, subject to specific notification requirements to be
included in the final contract.
14.
SITE INSPECTION
It is the responsibility of the Offeror to become familiar with any conditions which
may affect the performance and cost of providing the service and this submission
will serve as evidence that the Offeror did, in fact, make a site inspection and is
aware of all conditions.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
21
rev. 5.8.2024
EXHIBIT 2: SPECIAL TERMS AND CONDITIONS
By signing on the Offer/Bid page, solicitation Addendum(a), or cover letter accompanying
the submittal documents, Offerors are certifying that they understand the following notices
and agree to comply with all required terms and conditions. The following terms are found
on the City’s Website and are applicable to Request for Proposal: Standard Terms and
Conditions
1.
TYPE OF AWARDS
The City reserves the right to make multiple awards or to award by individual line
items, by group of line items, or to make an aggregate award, whichever is deemed
most advantageous to the City. If the City determines that an aggregate award to
one offeror is not in the City's best interest, "all or none" offers shall be rejected.
2.
ALTERNATE OFFERS
Offers submitted as alternates, or on the basis of exceptions to specific conditions
of purchase and/or required specifications, must be submitted as an attachment
referencing the specific paragraph number(s) and adequately defining the alternate
or exception submitted. Detailed product brochures and/or technical literature,
suitable for evaluation, must be submitted with the offer. If no exceptions are taken,
City will expect and require complete compliance with the specifications and all
Conditions of Purchase.
3.
EFFECTIVE PERIOD OF OFFER Offers shall be valid for a minimum of 120 days
following the deadline for submitting offers. If an award is not made during that
period, all offers shall be automatically extended for another 120 days. Offers will
be automatically renewed until the solicitation is either canceled, an award is made,
or proper Notice is given to the Procurement Officer of Offeror’s intent to withdraw
its offer. Offers may only be withdrawn by submitting Notice at least 15 days before
the expiration of the then current 120-day period.
4.
PAYMENT TERMS If payment terms are not indicated, terms of NET 30 days shall
be applied by the City. Payment terms to apply after receipt of invoice or final
acceptance of the products/services, whichever is later. Payment terms offering
less than 20 days for payment will not be considered.
5.
UNIT PRICE TO PREVAIL In the event of a price disparity between the unit and
extended price, the unit price shall prevail unless judged obviously in error by the
City.
6.
OFFER ERRORS OMISSIONS AND CORRECTIONS The City will not be responsible
for any offeror errors or omissions. All prices and notations shall be written in ink
or typed. Changes or corrections made on the offer form must be initialed in ink by
the individual signing the offer. No corrections will be permitted after the offers have
been opened.
7.
BRAND NAME REFERENCES AND TECHNICAL SPECIFICATIONS Brand names or
manufacturer's references shall be construed as a quality or performance level and
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
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does not indicate the item cited is mandatory. Technical specifications define the
acceptable standard.
8.
RESTRICTIVE OFFER PROVISIONS If specifications preclude an otherwise qualified
offeror from submitting an offer, a written request for modification must be received
by the Buyer at least seven (7) calendar days prior to the proposal due date. All
offerors will be notified by a written addendum to the solicitation of any approved
changes.
9.
DEFAULT In case of default by the contractor, the City may, by written notice,
cancel this contract and repurchase from another source and may recover the
excess costs by (1) deduction from an unpaid balance due; (2) collection against
the bid and/or performance bond; or (3) a combination of the aforementioned
remedies or other remedies as provided by law.
10.
TERM The term of the resultant contract shall be for a one (1) year initial term.
11.
OPTION TO EXTEND Based on satisfactory Bidder performance, the City, may at
its option and upon mutual agreement with the Bidder, extend the term of this
agreement for an additional four (4) years renewable on an annual basis. Bidder
shall be notified in writing by the City Materials Manager of the City's intention
to extend the contract period at least ninety (90) calendar days prior to the
expiration of the original contract period.
12.
TERMINATION FOR CONVENIENCE The City reserves the right to terminate any
order or contract upon thirty days written notice. The City will be responsible only
for those standard items which have been delivered and accepted. If the items are
unique and not saleable or useable for any other application, the City will reimburse
the Seller for actual labor, material, and burden costs, plus a profit not to exceed
8%. Title to all materials, work-in-process, and completed but undelivered goods
will pass to the City after costs are claimed and allowed.
13.
SUB-CONTRACTING The contract or any portion thereof, shall not be sub-
contracted without the prior written approval of the Materials Manager. No such
approval will be construed as making the City a party of or to such sub-contract or
subjecting the City to liability of any kind to any sub-contractor. No sub-contract
shall, under any circumstances, relieve the contractor of liability and obligation
under this contract; and despite any such subletting the City shall deal through the
contractor. Sub-contractors will be dealt with as workmen and representatives of
the contractor.
14.
SAFETY DATA SHEETS (SDS). Contractor is to supply SDS) in accordance with
Federal requirements for The Globally Harmonized System of Classification and
Labeling of Chemicals (GHS). Contractor entering the City workplace with
hazardous materials will supply the City with a Safety Data Sheets (SDS) covering
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
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Suite 210
Glendale, Arizona 85302
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those particular products the contractor may expose City employees or the general
public to while working at the site.
15.
GENERAL INDEMNIFICATION: Contractor shall indemnify, defend, save and hold
harmless the City of Glendale and its officers, officials, agents, and employees
(hereinafter referred to as “Indemnitee”) from and against any and all claims,
actions, liabilities, damages, losses, or expenses (including court costs, attorneys’
fees, and costs of claim processing, investigation and litigation) (hereinafter
referred to as “Claims”) for bodily injury or personal injury (including death), or loss
or damage to tangible or intangible property caused, or alleged to be caused, in
whole or in part, by the negligent or willful acts or omissions of Contractor or any
of its owners, officers, directors, agents, employees or subcontractors. This
indemnity includes any claim or amount arising out of or recovered under the
Workers’ Compensation Law or arising out of the failure of such Contractor to
conform to any Federal, State or local law, statute, ordinance, rule, regulation or
court decree. It is the specific intention of the parties that the Indemnitee shall, in
all instances, except for Claims arising solely from the negligent or willful acts or
omissions of the Indemnitee, be indemnified by Contractor from and against any
and all claims. It is agreed that Contractor will be responsible for primary loss
investigation, defense and judgment costs where this indemnification is applicable.
In consideration of the award of this contract, the Contractor agrees to waive all
rights of subrogation against the City, its officers, officials, agents, and employees
for losses arising from the work performed by the Contractor for the City.
16.
RESPONSIBILITY FOR COMPLIANCE WITH LEGAL REQUIREMENTS The offeror's
products, services, and facilities shall be in full compliance with all applicable
Federal, State, and local health, environmental, and safety laws, regulations,
standards, and ordinances, regardless of whether or not they are referred to by the
City.
17.
RESPONSIBILITY FOR CORRECTION It is agreed that the offeror shall be fully
responsible for making any correction, replacement, or modification necessary for
specification or legal compliance. In the event of a call back, Offeror agrees to give
the City first priority. Offeror agrees that if the product or service offered does not
comply with the written specification, the Materials Manager has the right to cancel
the sale at any time with full refund within thirty (30) calendar days after notice of
noncompliance and offeror further agrees to be fully responsible for any
consequential damages suffered by the City.
18.
WARRANTY Unless otherwise specified, all items shall be guaranteed for a
minimum period of one year against defects in material and workmanship. During
the period, if a defect should occur, that item shall be repaired or replaced by the
Seller at no obligation to the City, except where it be shown that the defect was
caused by misuse and not by faulty manufacture. The offeror expressly warrants all
items to be new, free from defects in design, materials, and workmanship, and to
be fit and sufficient for their intended purpose. Any sample submitted shall create
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
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Procurement Division
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Suite 210
Glendale, Arizona 85302
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rev. 5.8.2024
an expressed warranty that the whole of the goods shall conform to the sample or
model.
19.
REJECTION OF OFFERS The City reserves the right to reject any or all offers, or any
part thereof; to accept any offer or any part thereof; or to waive any informalities
when it is deemed to be in the City's best interest.
20.
DELAY IN EXERCISING CONTRACT REMEDY Failure or delay by the City to exercise
any right, power, or privilege shall not be deemed a waiver thereof.
21.
TAX EXEMPTION The City is not exempt from paying Federal Excise Taxes and will
furnish an exemption certificate upon request.
22.
ORDER OF PRECEDENCE In the event of conflict, the following precedence shall
prevail: (1) Special Terms and Conditions incorporated by attachment; (2) Special
Terms and Conditions; (3) Drawings and Specifications; (4) referenced documents;
and (5) the Standard Terms and Conditions.
23.
CHANGES The City reserves the right to make changes in any of the following: (a)
specifications; (b) methods of shipment; (c) place of delivery; (d) time of delivery;
(e) quantities. If any change causes an increase or decrease in the cost of or the
time required for performance, an equitable adjustment may be made in the price
or delivery schedule, or both. Any claim for adjustment shall be deemed waived
unless asserted in writing within thirty days from receipt of the change. Price
increases or extensions of delivery time shall not be binding on the City unless in
writing and approved by the Materials Manager prior to the institution of the change.
24.
PRICE ADJUSTMENTS Price adjustments shall be addressed a minimum of Ninety
(90) days prior to the contract renewal date, shall be in writing and include
supportive justification for the proposed increase. Supportive justification means
that the request shall include detailed information and calculations that make it
clear how the claimed increase has an impact on the contract unit prices. The
requested price increase must be based upon a cost increase that was clearly
unpredictable at the time of the offer and can be shown to directly affect price of
the item concerned. The rate increase shall only be considered at time of contract
extension. The City will review the request and shall determine if the increase shall
be granted or if an alternate option is in the best interest of the City. The price
increase adjustment, if approved, will be effective and executed via a contract
amendment.
25.
LATE SUBMISSION OF CLAIM The City will not honor any invoices or claims which
are tendered one year after the last item of the account accrued.
26.
PROTEST OF AWARD Any person who has an objection to the awarding of a
solicitation by the City, pursuant to competitive solicitation procedures, shall lodge
that protest, in writing, with the Materials Manager. The protest should specifically
identify the objection to the award, pursuant to the formal purchase procedure. The
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
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protest must be submitted no later than seven (7) calendar days after the notice of
intent to award is posted on the City's Procurement Internet home page at
https://www.glendaleaz.com/your_government/city_finances/procurement/notice
_of_intent_to_award. Untimely protests will not be considered.
27.
REMEDIES City shall have, in addition to the remedies provided herein, all remedies
afforded by the Uniform Commercial Code as adopted by the State of Arizona.
Contractor shall have, subject to the limitation imposed by the terms of this
agreement, all remedies afforded by the Uniform Commercial Code as adopted by
the State of Arizona.
28.
ASSIGNMENT Neither an order nor monies due thereunder shall be assigned in
whole or in part without the City's prior written consent.
29.
ADDENDA Any change to the proposal will be in the form of a numbered addendum
issued by the Procurement Division. The addendum will be furnished to all who
received the proposal. The City will not be responsible for any oral or written
instructions made by any employees, officers, contracted consultant or agent of the
City in regard to the proposal. The City will not be responsible for offerors adjusting
their offer based on oral or written instructions.
30.
SPECIAL ACCOMMODATIONS Please contact Procurement at 930-2862 at least 3
days prior to the meeting for special accommodation. Hearing impaired persons,
please use the Arizona Relay Service (1-800-367-8939).
31.
OFFER IDENTIFICATION The City is not responsible for the pre-opening of, post-
opening of, or the failure to open, an offer not properly addressed or identified.
32.
OFFER TABULATION An electronic copy of the scoring may be requested by e-
mailing the Procurement office at procurement@glendaleaz.com and referencing
the proposal title and number. The information will be available for distribution
when the City has completed its evaluation process of the offers received.
33.
LIABILITY Except for the sole negligence of the City, its officers, managers,
employees, or agents, Contractor shall be liable to the City for any physical damage
to City property or for the death of, or personal injury to, City personnel arising out
of Contractor's occupancy, maintenance, repair, replacement, installation and/or
any other work performed pursuant to the contract. Contractor agrees to indemnify,
defend and hold the City harmless from any claim or loss arising from such damage
or injury.
34.
OSHA GUIDELINES The contractor shall be familiar with and operate within the
guidelines set forth by the Occupational Safety and Health Act.
35.
PATENTS Seller agrees to defend City at seller's own expense, in all suit, actions,
or proceedings in which City is made a defendant for actual or alleged infringement
of any United States of America or foreign letters patent resulting from City’s use
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
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of the goods purchased as a result of this RFP. Seller further agrees to pay and
discharge any and all judgments or decrees, which may be rendered in any such
suit, action or proceedings against City. Seller agrees to indemnify and hold
harmless the City from any and all license, royalty and proprietary fees or costs,
including legal costs, which may arise out of City’s purchase and use of goods
supplied by the seller. It is expressly agreed by seller, that these covenants are
irrevocable and perpetual.
36.
VENDOR PERFORMANCE Prior offeror performance in regard to product, service,
or representation of/from the offeror may be used in evaluation of this offer.
Unsatisfactory performance to the City may be considered sufficient grounds for
rejection of this offer. No offer will be awarded to any offeror who is in default on
any contract with the City.
37.
PERFORMANCE SURETY REQUIREMENTS The performance sureties shall be in
the form of a bond, cashier's check, certified check or money order. Personal or
company checks are not acceptable unless certified. Letters of credit are not
acceptable. Individual sureties are not acceptable.
PERFORMANCE SURETY The successful proposer shall, at the time of entering
into the contract, furnish a performance surety in the form of a bond, money order
or certified or cashier's check, in the amount of 10 percent of the contract amount
guaranteeing the faithful performance of the contract by the proposer.
If a bond is submitted, it shall be written on the form provided by the City as an
attachment to the proposal documents. The attorney-in-fact who executes the
bond on behalf of the surety shall affix to the bond a certified and current copy
of the power of attorney. The bond must be written by a surety with a Best Rating
no less than an A and must be authorized and licensed to do business in this State
by the Arizona Department of Insurance. Individual sureties and letters of credit
are not acceptable.
38.
FUND APPROPRIATION CONTINGENCY The contractor and the City recognize that
the continuation of any contract after the close of any given fiscal year of the City;
which ends on June 30, shall be subject to the approval of the budget of the City
providing the contract item is an expenditure therein. The City does not guarantee
that the budget item will be actually adopted, as it is the determination of the City
Council at the time of the adoption of the budget.
39.
NOTIFICATION OF AWARD The successful offeror(s) will be notified that their offer
has been accepted by the City Council as recommended for award.
40.
NON-EXCLUSIVITY The City, in its sole discretion, reserves the right to request the
materials or services set forth herein from other sources when deemed necessary
and appropriate. No exclusive rights are included in this Agreement.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
27
rev. 5.8.2024
41.
PROHIBITIONS - Contractor, and on behalf any subcontractor, certifies, to the
extent applicable under A.R.S. §§ 35-391 et seq and 35-393 et seq, that neither has
"scrutinized" business operations, as defined in the proceeding statutes, in the
countries of Sudan or Iran.
42.
IMMIGRATION LAW COMPLIANCE Contractor, and on behalf any subcontractor,
warrants, to the extent applicable under A.R.S. § 41-4401, compliance with all
federal immigration laws and regulations that relate to their employees as well as
compliance with A.R.S. § 23-214(A) which requires registration and participation
with the E-Verify Program. Any breach of warranty described above is considered
a material breach of this Agreement and is subject to penalties up to and including
termination of this Agreement. City of Glendale (“City”) retains the legal right to
inspect the papers of Contractor or subcontractor employee who performs work
under this Agreement to ensure that Contractor or any subcontractor is compliant
with the warranty described above. City may conduct random inspections, and
upon request of the City, Contractor shall provide copies of papers and records
demonstrating
continued
compliance
with
the
warranty
described
above. Contractor agrees to keep papers and records available for inspection by
the City during normal business hours and will cooperate with City in exercise of its
statutory duties and not deny access to its business premises or applicable papers
or records for the purposes of enforcement of this Section. Contractor agrees to
incorporate into any subcontracts under this Agreement the same obligations
imposed upon itself and expressly accrue those obligations directly to the benefit
of the City. Contractor also agrees to require any subcontractor to incorporate into
each of its own subcontracts under this Agreement the same obligations above and
expressly accrue those obligations to the benefit of the City. Contractor’s warranty
and obligations under this Section I to the City is continuing throughout the term of
this Agreement or until such time as the City determines, in its sole discretion, that
Arizona law has been modified in that compliance with this section is no longer a
requirement. The “E-Verify Program” above means the employment verification
program administered by the United States Department of Homeland Security, the
Social Security Administration, or any successor program.
43.
CONTRACT ADMINISTRATOR The staff member identified as the Contract
Administrator for a solicitation serves as the liaison between Procurement, the city
and the successful contractor. The Contract Administrator manages the contract,
overseeing the daily operations, scheduling, performance and compliance of the
agreement by all parties. The Contract Administrator is responsible for:
a.
Establishing and maintaining records and documentation
b.
Monitoring the contractor’s performance
c.
Handling issues and disputes
d.
Exercising extension options
e.
Initiating contract modifications
f.
Initiating rebids or new solicitations
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
28
rev. 5.8.2024
44.
FORCE MAJEURE
a.
Except for payment of sums due, neither party shall be liable to the other
nor deemed in default under this contract if and to the extent that such
party’s performance of this Contract is prevented by reason of force
majeure. The term “force majeure” means an occurrence that is beyond the
control
of
the
part
affected
and
occurs
without
its
fault
or
negligence. Without limiting the foregoing, force majeure includes acts of
God; acts of the public enemy; war; riots; strikes; mobilization; labor
disputes; civil disorders, fire; flood; lockouts; injunctions-interventions-acts;
or failures or refusals to act by government authority; and other similar
occurrences beyond the control of the party declaring force majeure which
such party is unable to prevent by exercising reasonable diligence.
b.
Force majeure shall not include the following circumstances:
i.
Late delivery of equipment or materials caused by congestion at a
manufacturer’s plant or elsewhere, or an oversold condition of the
market.
ii.
Late performance by a subcontractor unless the delay arises out of a
force majeure occurrence in accordance with this force majeure term
and condition; or
iii.
Inability of either the Contractor or any subcontractor to acquire or
maintain any required insurance, bonds, licenses or permits.
45.
SUSPENSION AND DEBARMENT. (APPLIES TO ALL PURCHASES.)
a.
This contract is a covered transaction for purposes of 2 CFR pt. 180 and 2
CFR pt. 3000. As such, the Contractor is required to verify that none of
Contractor’s principals (defined at 2 CFR § 180.995) or its affiliates (defined
at 2 CFR § 180.905) are excluded (defined at 2 CFR § 180.940) or
disqualified (defined at 2 CFR § 180.935).
b.
The Contractor must comply with 2 CFR pt. 180, subpart C and 2 CFR pt.
3000, subpart C, and must include a requirement to comply with these
regulations in any lower tier covered transaction it enters into.
c.
This certification is a material representation of fact relied upon by the City
of Glendale. If it is later determined that the contractor did not comply with
2 CFR pt. 180, subpart C and 2 CFR pt. 3000, subpart C, in addition to
remedies available to the City, the Federal Government may pursue available
remedies, including but not limited to suspension and/or debarment.
d.
The Contractor agrees to comply with the requirements of 2 CFR pt. 180,
subpart C and 2 CFR pt. 3000, subpart C while this offer is valid and
throughout the period of any contract that may arise from this offer. The
Contractor further agrees to include a provision requiring such compliance
in its lower tier covered transactions.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
29
rev. 5.8.2024
EXHIBIT 3: INSURANCE REQUIREMENTS
By signing on the Offer/Bid page, solicitation addenda, or cover letter accompanying the submittal
documents, Offerors are certifying that they understand the following notices and agree to comply
with all required terms and conditions.
1)
INSURANCE REQUIREMENTS. Offeror shall procure and maintain until all their
obligations have been discharged, insurance against claims for injury to persons or
damage to property that may arise from or in connection with this Solicitation. The
insurance requirements herein are minimum requirements for this Solicitation and
in no way limit the indemnity covenants contained herein. The City of Glendale in
no way warrants that the minimum limits contained herein is sufficient to protect
the OFFEROR from liabilities that might arise. Offeror is free to purchase such
additional insurance as Offeror determines necessary.
a)
Minimum Scope and Limits of Insurance: Offeror shall provide coverage with
limits of liability not less than those stated below.
i)
Commercial General Liability – Occurrence Form
Policy shall include bodily injury, property damage, personal and advertising
injury and broad form contractual liability coverage.
General Aggregate
$2,000,000
Products – Completed Operations Aggregate
$1,000,000
Personal and Advertising Injury
$1,000,000
Each Occurrence
$1,000,000
(1)
The policy shall be endorsed to include the following additional
insured language: “The City of Glendale, and its departments,
officers, officials, agents, employees and volunteers shall be
named as additional insureds with respect to liability arising
out of the solicitation. Such additional insured shall be
covered to the full limits of liability purchased by the OFFEROR,
even if those limits of liability are in excess of those required
herein.
(2)
Policy shall contain a waiver of subrogation endorsement in
favor of the “City of Glendale, and its departments, officers,
officials, agents, employees and volunteers”. This provision
applies regardless of whether or not the City of Glendale has
received a waiver of subrogation endorsement from the
insurer.
ii)
Business Automobile Liability – (if driving is not a part of the scope
of work, excluding driving from the place of business and to the City
departments, this coverage can be eliminated.)
Bodily Injury and Property Damage for any owned, hired, and/or non-owned
vehicles used in the performance of this Agreement. Combined Single Limit
(CSL) $1,000,000.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
30
rev. 5.8.2024
(1)
The policy shall be endorsed to include the following additional
insured language: “The City of Glendale and its departments,
officers, officials, agents, employees and volunteers shall be
named as additional insureds with respect to liability arising
out of the activities performed by or on behalf of the Offeror,
involving automobiles owned, licensed, hired or borrowed by
the OFFEROR." Such additional insured shall be covered to the
full limits of liability purchased by the Offeror, even if those
limits of liability are in excess of those required by this license.
(2)
Policy shall contain a waiver of subrogation endorsement in
favor of the “City of Glendale, and its departments, officers,
officials, agents, employees and volunteers” for losses arising
from work performed by or on behalf of the Offeror. This
provision applies regardless of whether or not the City of
Glendale has received a waiver of subrogation endorsement
from the insurer.
iii)
Worker's Compensation and Employers' Liability
Workers' Compensation Statutory
Employers' Liability
Each Accident
$1,000,000
Disease – Each Employee
$1,000,000
Disease – Policy Limit
$1,000,000
(1)
Policy shall contain a waiver of subrogation endorsement in
favor of the “City of Glendale, and its departments, officers,
officials, agents, employees and volunteers” for losses arising
from OFFEROR activities. This provision applies regardless of
whether or not the City of Glendale has received a waiver of
subrogation endorsement from the insurer.
iv)
Additional Insurance Requirements: The policies shall include, or be
endorsed to include, the following provisions:
(1)
Policies shall stipulate that the insurance afforded by the organization
shall be primary insurance and that any insurance carried by the City
of Glendale shall be excess and not contributory insurance.
(2) Coverage provided by the organization shall not be limited to the
liability assumed under the indemnification provisions of the license
or contract.
(3) If the Vendor maintains broader coverage and/or higher limits than
the minimum shown, the City requires and shall be entitled to the
broader coverage and/or the higher limits maintained by the Vendor.
Any available insurance proceeds in excess of the specified minimum
of insurance and coverage shall be available to the City.
(4) Vendor
shall
require
and
verify
that
all
subcontractors
(subconsultants) maintain insurance meeting all the requirements
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND
MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
31
rev. 5.8.2024
stated herein, and Vendor shall ensure that City is an additional
insured on insurance required from subcontractors (subconsultants).
(5) If the Vendor is awarded the solicitation, the Vendor shall furnish the
City with original Certificates of Insurance including all required
amendatory endorsements before the work begins. However, failure
to obtain the required documents prior to the work beginning shall
not waive the Vendor’s obligation to provide them. The City reserves
the right to require complete, certified copies of all required insurance
policies including endorsements required by these specifications, at
any time.
EXHIBIT B
PREVENTATIVE MAINTENANCE, REPAIRS, AND MATERIALS FOR INTRUSION ALARM,
ACCESS CONTROL, CCTV, AND GATE OPERATORS
COMPENSATION
METHOD AND AMOUNT OF COMPENSATION
Compensation shall be paid per section 5.2 Payment.
NOT-TO-EXCEED AMOUNT
The total amount of compensation paid to Contractor for full completion of all work required by the SOW during
the entire term of the SOW must not exceed $3,000,000.
DETAILED COMPENSATION
See Contractor's response to RFP 25-30.
SOLICITATION ADDENDUM
CITY OF GLENDALE
Procurement Division
5850 W. Glendale Avenue
Suite 317
Glendale, AZ 85301
Phone: (623) 930-2864
Solicitation Number: RFP 25-30 Addendum 2 Page 1 of 6
Solicitation Due Date: January 23, 2025, 2:00 p.m. (Local
Time)
PREVENTATIVE MAINTENANCE, REPAIRS, AND MATERIALS FOR INTRUSION ALARM, ACCESS
CONTROL, CCTV, AND GATE OPERATORS
REPLACEMENT
Replace the Revised Pricing Workbook with the 2nd REVISED PRICING WORKBOOK below.
The balance of the specifications and instructions remain the same. The Offeror must
acknowledge receipt and acceptance of this addendum by returning the entire addendum with the
proposal submittal.
NAME OF COMPANY: Climatec LLC
ADDRESS: 2851 W. Kathleen Rd., Phoenix, AZ 85053
PRINT NAME AND TITLE: Doug Acosta, Business Development Manager
AUTHORIZED SIGNATURE: _______________________________________
Douglas
Acosta
Digitally signed by
Douglas Acosta
Date: 2025.01.22
10:57:24 -07'00'
City of Glendale
Solicitation Number: RFP 25-30 / 42500047
PREVENTATIVE MAINTENANCE, REPAIRS, AND MATERIALS
FOR INTRUSION ALARM, ACCESS CONTROL, CCTV, AND
GATE OPERATORS
2ND REVISED PRICING WORKBOOK
CITY OF GLENDALE
Procurement Division
5970 West Brown
Street, Suite 210
Glendale, Arizona
85302
1.
REVISED PRICING WORKBOOK
Offerors shall complete all applicable pricing requested in the REVISED PRICING
WORKBOOK.
The Unit Price and Discount percentage off MSRP Price shall be an all-inclusive rate and
shall include all labor, equipment, materials, supplies, hardware, permits, certifications, travel,
mileage, insurance, warranty, profit, and any associated direct or indirect costs to perform the
services specified herein. No other charges shall be allowed under the contract.
Cost of equipment, parts, materials and supplies purchased by the City under this
contract shall be billed to the City at discount off MSRP Price.
Cost of any equipment, parts, materials, and supplies purchased by the Contractor
and used for repairs and maintenance will be billed to the City at MSRP pricing plus
the Mark-up %. The Contractor shall submit a copy of the invoice for the equipment,
parts, materials and supplies purchased when submitting an invoice to the City.
The City shall not be invoiced at prices higher than those stated in the resultant contract. All
unit prices quoted and Mark-up % of MSRP shall remain firm and fixed for the specified
contract period.
Other than contract pricing, NO additional cost, fees or surcharges shall be allowed by
the City.
City of Glendale
Solicitation Number: RFP 25-08 / 42500001
MAINTENANCE, REPAIRS & MATERIALS FOR FIRE, LIFE SAFETY,
INTRUSION ALARM, ACCESS CONTROL, CCTV & GATE OPERATORS
2nd REVISED PRICING WORKBOOK
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
INTRUSION DETECTION AND RADIO READ COMMUNICATION SYSTEM SOLUTIONS
(MAINTENANCE AND REPAIR SERVICES)
Item
No.
Description
(As per Scope of
Work)
Unit of
Measu
re
Estimated
Annual
Quantity
Certified Technician /
Apprentice (Helper)
Unit Price Per Hour
(Business Hours)
Certified Technician /
Apprentice (Helper)
Unit Price Per Hour
(After Hours/Wknd/
Holiday/Emergency)
Discount %
Off MSRP
1
Access Control
Systems
Per
Hour
75
$115 / $115
$172.5 / $172.5
15%
2
Access Control
Professional
Services
Per
Hour
20
$115 / $115
$172.5 / $172.5
15%
3
Closed Circuit
Television
Systems
Per
Hour
50
$115 / $115
$172.5 / $172.5
15%
4
Closed Circuit
TV Pro Svcs
Per
Hour
20
$115 / $115
$172.5 / $172.5
15%
5
Intrusion
Detection
systems
Per
Hour
80
$115 / $115
$172.5 / $172.5
15%
6
Vehicle Gate
Operator
Per
Hour
50
$NO BID / $NO BID
$NO BID / $NO BID
NO BID%
7
Integrated
Communication
Systems
Per
Hour
1
$NO BID / $NO BID
$NO BID / $NO BID
NO BID%
City of Glendale
Solicitation Number: RFP 25-08 / 42500001
MAINTENANCE, REPAIRS & MATERIALS FOR FIRE, LIFE SAFETY,
INTRUSION ALARM, ACCESS CONTROL, CCTV & GATE OPERATORS
2nd REVISED PRICING WORKBOOK
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
INTRUSION DETECTION AND RADIO READ COMMUNICATION SYSTEM SOLUTIONS
(MAINTENANCE AND REPAIR SERVICES)
Item No.
Description
(As per Scope of Work)
Unit of Measure
Estimated Annual
Quantity
Unit Price Per Hour
(Business Hours)
8
Design & Installation, Intrusion Detection
Panels
Panel
3
$Design - $140/ hr;
Installation - $115/hr;
Project Manager - $125/hr
MONITORING SERVICES
Item
No.
Description
(As Per Scope of Work)
Unit of Measure
Estimated Annual
Quantity
Unit Price Per System
9
Intrusion Detection Systems
System
40
$
10
Panel take-over for monitoring
Per Hour
---------
$ 115 / 172.5
(max 1.5 hours per panel)
LABOR
Item
No.
Description
(As Per Scope of Work)
Unit of Measure
Estimated Annual
Quantity
Unit Price Per System
11
Intrusion Detection Systems (for
repairs)
Per Hour
40
$ 115 / 172.5
RUS
City of Glendale
Solicitation Number: RFP 25-08 / 42500001
MAINTENANCE, REPAIRS & MATERIALS FOR FIRE, LIFE SAFETY,
INTRUSION ALARM, ACCESS CONTROL, CCTV & GATE OPERATORS
2nd REVISED PRICING WORKBOOK
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
IF PRICING IS NOT PROVIDED, IT IS INTERPRETED AS A NO-BID
City of Glendale
Solicitation Number: RFP 25-08 / 42500001
MAINTENANCE, REPAIRS & MATERIALS FOR FIRE, LIFE
SAFETY, INTRUSION ALARM, ACCESS CONTROL, CCTV AND
GATE OPERATORS
2ND REVISED PRICING WORKBOOK
CITY OF GLENDALE
Procurement Division
5970 West Brown
Street, Suite 210
Glendale, Arizona
85302
2.
Provide detailed information regarding any value-added services your firm can offer to the
City of Glendale. Keep in mind that value added services should align with the purpose and
scope of work of the solicitation and be geared towards Fire and Safety products and
services.
As previously stated, we've provided services for City of Glendale for over a
decase. Based on previous billing requirements by City of Glendale, the attached
pricing is being included with this RFP for accuracy. SEE ATTACHED
3.
DISCOUNT/PAYMENT TERMS: The City standard is 2% 20
Comply:
YES NO X
If your answer is NO, please state terms offered: N30 - no discount
4.
PAYMENT The Contractor shall provide monthly statements of itemized services.
Payment will be reviewed and approved by the Contract Administrator or
designee. The itemized statement shall not exceed the Unit Price Per Hour in
Price Sheet Section 3.1.
5.
TAX AMOUNT Do not include any use tax or federal tax in your proposal. Taxes
must be listed as a separate item on the Contractor’s invoices.
OFFEROR NAME: Climatec LLC
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
MAINTENANCE, REPAIRS, AND MATERIALS FOR
INTRUSION ALARM, ACCESS CONTROL, CCTV, AND
GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
1
rev 10/12/22
Offerors to complete this Response Workbook and submit with their response to this
RFP.
COVER SHEET
OFFEROR NAME:
Climatec LLC
OFFEROR ADDRESS: 2851 W. Kathleen Rd., Phoenix, AZ 85053
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
MAINTENANCE, REPAIRS, AND MATERIALS FOR
INTRUSION ALARM, ACCESS CONTROL, CCTV, AND
GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
2
rev 10/12/22
OFFER SHEET (Must be printed, signed and returned upon completion)
Offeror certifies that they have read, understand, and will fully and faithfully comply with this
solicitation, its attachments and any referenced documents. Offeror also certifies that the prices
offered were independently developed without consultation with any of the other Offerors or
potential Offerors.
01/23/2025
Climatec LLC
Date
Legal Company Name
Tony Kukuk
Vice President
Printed Name (Authorized Signatory)
Job Title
Offeror Certifies it is a (check only one):
Proprietorship
Partnership
Corporation
tkukuk@climatec.com
2851 W. Kathleen Rd.
Email Address
Mailing Street Address
602-944-3330
Phoenix, AZ 85053
Phone Number
City, State & Zip Code
Questions regarding this offer should be directed to (if different from above):
Doug Acosta_ ____________
602-694-8934__
dacosta@climatec.com__
Contact Name
Phone Number
Email Address
FEDERAL TAXPAYER ID NUMBER (Required): 86-0945853___________
OFFEROR IS A MINORITY OR WOMEN OWNED BUSINESS:
Yes
No
DO YOU HAVE AN ARIZONA TRANSACTION PRIVILEGE TAX (TPT) LICENSE?
Yes, Number 2005385J Tax Rate: 8.6% OR
No, not required to have an Arizona TPT License
CONFLICT OF INTEREST (SPECIAL NOTICES):
No, I do not have a conflict of interest
Yes, I have a conflict of interest and response
includes the disclosure required (see Exhibit 1, Item #3)
ACKNOWLEDGEMENTS: By signing this Offer Sheet and submitting the accompanying
solicitation response, Offeror is certifying that they have read, understand, and agree to comply
with all required terms and conditions provided in the EXHIBITS PACKAGE and checked off
below. Failure to provide this acknowledgement will result in disqualification.
Exhibit 1 – Special Notices
Exhibit 2 – RFP Standard Terms and Conditions
Exhibit 3 – Insurance Requirements
______________________________________
Authorized Signature - Print this form and sign above
Tony Kukuk
Digitally signed by Tony Kukuk
Date: 2025.01.20 17:39:59
-07'00'
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
MAINTENANCE, REPAIRS, AND MATERIALS FOR
INTRUSION ALARM, ACCESS CONTROL, CCTV, AND
GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
3
rev 10/12/22
REQUIRED RESPONSES:
Offeror’s answers to the following questions will comprise the Offeror’s response to this
RFP. It should be noted that all attachments or exhibits prepared by the City and
referenced herein are incorporated by reference into the Offeror’s response and shall be
included in a final contract with the successful Offeror. Information prepared by the Offeror
and submitted with their proposal may be incorporated into a final contract (for example
program offerings, curriculum, key personnel, or performance metrics).
1.
EXPERIENCE AND PROVEN PERFORMANCE
1.1. Introduce your company, the location of the office(s), and the length of time
the firm has been in business in Arizona. Provide a detailed summary of your
firm’s history, qualifications, and experience in providing the services and
products referenced in the Scope of Work. Highlight your ability and
willingness to meet or exceed the specifications and requirements of this RFP
and explain why your firm is most qualified.
Since 1975, Climatec has been one of the Southwest's leading providers of
advanced building technologies. Climatec is a Phoenix based company with
over 1,100 employees in Phoenix, Tucson, Los Angeles, San Diego,
Albuquerque, Las Vegas, Austin, Dallas, San Antonio, New York and New
Jersey. Please see our attached RFP response for more detailed information.
1.2. How familiar is your firm with the local and national regulations regarding the
items listed in the Scope of Work?
Climatec has experience in performing all the local and national regulations
listed in the Scope of Work.
1.3. How do you handle troubleshooting and resolving issues with various
systems?
With our staff of trained and certified technicians, we are able to troubleshoot
and make the necessary repairs within the City's systems. Our team has
extensive experience with the systems at all City of Glendale locations.
1.4. How do you stay current with advancements in safety, intrusion alarm,
access control and CCTV technology?
Continued manufacturer training and certification is required for all of our
technicians in order to stay current with technology.
1.5. What considerations do you take to future -proof security systems against
technological advancements and evolving threats?
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
MAINTENANCE, REPAIRS, AND MATERIALS FOR
INTRUSION ALARM, ACCESS CONTROL, CCTV, AND
GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
4
rev 10/12/22
Future-proofing security systems against technological advancements and
evolving threats is an essential strategy for maintaining robust and effective
protection over time. Our dedicated staff within our professional services
group attends various seminars and conferences along with continued
communication with our manufacturer representatives and other industry
professionals.
1.6. How do you ensure that your team stays updated with the latest
certifications?
As previously mentioned, our team of technicians and our in-house
engineering group are required to maintain current certifications on all
products that we represent.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
MAINTENANCE, REPAIRS, AND MATERIALS FOR
INTRUSION ALARM, ACCESS CONTROL, CCTV, AND
GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
5
rev 10/12/22
1.7. Do you have a CSA or NICET Level Certification?
Yes
No (Explain if there are any exceptions or special comments)
1.8. Is your firm certified/licensed to perform MAINTENANCE AND REPAIRS for Intrusion
Detection Systems? (Please provide a copy of all certifications)
Yes
No (Explain if there are any exceptions or special comments)
1.9. Is your firm certified/licensed to perform INSTALLATIONS for Intrusion Detection
Systems? (Please provide a copy of all certifications)
Yes
No (Explain if there are any exceptions or special comments)
1.10. Is your firm certified/licensed to perform MAINTENANCE, REPAIRS AND INSTALLATION of
Hirsh/ Avigilon manufactured Access Controls? (Please provide a copy of all
certifications)
Hirsch
Yes
No
Avigilon
Yes
No
1.11. Is your firm certified/licensed to perform MONITORING SERVICES for Intrusion Detection
Systems? (Please provide a copy of all certifications)
Yes
No (Explain if there are any exceptions or special comments)
1.12. Have any licenses /certifications ever been denied, revoked or suspended or
provisionally issued with the past five years? If yes, please provide explanation.
Yes
No (Explain if there are any exceptions or special comments)
1.13. List all judgments, arbitration awards and settlements against your firm with the
last three (3) years arising from a lawsuit or claim of any nature.
Yes
No N/A
1.14. Has your firm made any filing under the US Bankruptcy Code, assignment for the
benefit of creditors or other measures taken for the protection against creditors
during the last three (3) years?
Yes
No (Explain if there are any exceptions or special comments)
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
MAINTENANCE, REPAIRS, AND MATERIALS FOR
INTRUSION ALARM, ACCESS CONTROL, CCTV, AND
GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
6
rev 10/12/22
2.
METHOD OF APPROACH
2.1.
Describe the method of approach your firm will take to set up services with new
clients. Give examples of how your firm has handled taking on new clients in the
past and describe how your firm considers costs for programming panels/dialers
that must be manually programmed.
Climatec works with our clients to fill out account set-up paperwork. This
documentation outlines how the monitoring company handles signals on
each of the monitoring accounts. This includes who to call in the event of an
alarm and escalation instructions if the first person on the responsible party
list is unavailable. Climatec charges a standard fee for all new dialers and
programming is included.
2.2.
Describe your firm’s customer reports that provides technician information on
services provide and the method of providing these reports to clients. Provide a
sample activity report. Attach as “ATTACHMENT A – EXAMPLE ACTIVITY
REPORT”
Reports are provided to our customers on request. The reports include location and
services provided with detailed technician notes. Labor and materials
utilized are also included. These are emailed to the customer at the end of
each service call.
2.3.
Describe your firm’s method of approach to responding to each alarm notification.
What is your firms established service level to respond to alarm notifications?
Our monitoring company, Arizona Security, responds to alarm notifications
immediately and follows the procedures as set up in each account. We receive
emails from the central station on all accounts of events and respond accordingly
based on level of priority.
2.4.
What is your firm’s established service level or frequency for testing radio read
dialers.
We set up our dialer to send a test signal every 24 hours. We also test signals to the
Arizona Security during our annual inspections.
2.5.
Describe the method of approach your firm will take to handle maintenance and
repairs either as a result of inspections/testing stage or emergency maintenance
and repairs as needed. Address whether repairs are handled by in- house personnel
or sub-contractors.
Maintenance and repairs of inspections and testing are completed after the reports
have been reviewed by the customer and discrepancies have been identified.
Proposals are then sent to the customer for approval. Approved repairs are then
scheduled. Emergency repairs are treated on an as needed basis and technicians
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
MAINTENANCE, REPAIRS, AND MATERIALS FOR
INTRUSION ALARM, ACCESS CONTROL, CCTV, AND
GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
7
rev 10/12/22
are dispatched per RFP. Service repairs are handled by in-house personnel with the
exceptions of underground piping and other proprietary systems.
2.6.
If sub-contractors are utilized, the name of the company, personnel and
qualifications must be included in the proposal.
Climatec has an internal subcontracting department that ensures that any
subcontractor we partner with is fully licensed, bonded and insured. A full
background and credit check is also completed. This list is constantly being
updated so we are not able to provide a full list of what subcontractor would be
used as this can change based on what proprietary systems are installed inside the
City.
2.7.
Describe the method your firm will use to communicate the completion of
maintenance and repairs.
The on-site technician is in constant communication with the customer upon
arrival and departure. At the end of each service call, a field service report is sent
to the customer. Our account manager is also in communication with City of
Glendale with regards to scheduling, service completion and any outstanding
issues.
2.8.
What innovative technology does your firm use to arrivals/departures, trouble
tickets tracking for services?
Climatec utilizes ServiceTrade as the platform to track, manage and dispatch
technicians for service. BuildingReports is also utilized to track inspection
reporting. BuildingReports is also available to the customer. BuildingReports is
designed to improve the accuracy and efficiency of building inspections and
maintenance, ultimately helping organizations maintain compliance and ensure
the safety and functionality of their facilities.
3.
CAPACITY OF OFFEROR
3.1.
Describe your firm’s ability to provide services locally in the Greater Phoenix
Metropolitan area, Tucson, Yuma, and other areas in Arizona.
•
Provide information regarding the locations of your central stations.
•
Provide information of the coverage that your firm is able to service on a
local basis, or remotely.
Our central station is Arizona Security and is located in Phoenix. Climatec's
headquarters are here in Phoenix but we service accounts all over Arizona out of
our Phoenix office. If additional assistance is needed, our Tucson office is also
available to provide service.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
MAINTENANCE, REPAIRS, AND MATERIALS FOR
INTRUSION ALARM, ACCESS CONTROL, CCTV, AND
GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
8
rev 10/12/22
3.2. What roles and expertise does your key personnel possess relevant to the Scope of
Work?
Our local branch has over 100 years of industry experience relating to the Scope
of Work. Our technicians are all fully qualified and certified to perform the services
required.
3.3. Turnover Rate: What was your average employee turnover rate over the past five
(5) years?
Due to newer software, numbers for the last 4 years are all that's available:
2021 - 23% / 2022 - 26% / 2023 - 14% / 2024 - 7%
3.4.
Describe your firm’s approach to providing enough qualified staff to program all
panels, radio read dialers, manual or offsite, and be prepared to handle new client
accounts. Give examples if needed of past experiences.
Climatec is aware of the current number of monitoring contracts the City of
Glendale has and is sufficiently staffed to program all of the new accounts as
necessary. We currently have 600+ monitoring accounts that we actively maintain
and our team is highly experienced with large client accounts.
3.5. PRODUCT DISTRIBUTION: Authorized Dealer Letters from Manufactures or Certifications
for Product Distribution must accompany the proposal. Please attach as
“ATTACHMENT B – MANUFACTURER CERTIFICATIONS’
3.5.1. Describe the standard delivery timeline for products that are in stock.
Typical delivery time for in stock items from our vendors not located in the
valley is within two weeks, if ordered standard. However, UPS Red is
available for emergency repairs.
3.5.2. Describe the business relationship proposed between the City of Glendale
and your firm.
3.5.2.1. Will a local account representative be assigned to each City agency
of City of Glendale?
3.5.2.2. Will there be a single point of contact for placing orders?
3.5.2.3. How will the City go about obtaining information about your
products, available maintenance updates, and placing orders?
The City of Glendale will be set up with an Account Specialist who will be
tasked with the day to day management of the account. The Account
Specialist will coordinate requests for new products and orders placed for
equipment. In the event a demonstration of new product is required the
Account Specialist will coordinate that activity with your Account Manager.
This provides for the single point of contact requested.
City of Glendale
Solicitation Number: RFP 25-30 / 42542500047
MAINTENANCE, REPAIRS, AND MATERIALS FOR
INTRUSION ALARM, ACCESS CONTROL, CCTV, AND
GATE OPERATORS
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
9
rev 10/12/22
4.
References: Offeror must list below a minimum of three (3) client references for
performance history that are similar in scope of work to this solicitation.
Reference 1:
City of Peoria
8401 W. Monroe
Peoria, AZ 85345
Marcus L. Reed, Construction
Superintendent
623.773.7290
Marcus.Reed@peoriaaz.gov
2015 - present
Provide a brief summary of Services provided: Access control, video, fire alarm, system
maintenance on all systems, alarm monitoring, annual fire alarm test and inspect.
Reference 2:
City of Scottsdale
9379 E. San Salvador Drive
Scottsdale, AZ 85258
Marv Alvarez, Security Director
480.312.5687
MaAlvarez@Scottsdaleaz.gov
2018 - present
Provide a brief summary of Services provided: Access control, video, fire alarm, full-time
embedded technician, system maintenance on all systems.
Reference 3:
City of Surprise
16000 N. Civic Center Plaza
(Enter City, State, Surprise, AZ 85374)
Gina Busby, Information Security Manager
623.222.7526
Gina.Busby@surpriseaz.gov
2015 - present
Provide a brief summary of Services provided: Access control, video, fire alarm, system
maintenance on all systems, alarm monitoring, annual fire alarm test and inspect.