Simcoe Muskoka Catholic District School Board 46 Alliance Blvd. Barrie, On L4M 5K3 Tel: (705) 722-3555 Fax: (705) 722-6534 TENDER: ALARM SYSTEM MONITORING Tender No..: DK-034-201 1 Schedule Events: Release Tender: Deadle for questions, errors or omissions from bidders: Tuesday November 15 Wednesday November th 2011 231d1, 2011 Bid Closg Date: Thursday December 1st. 2011 Bid Closg Time: 2:00:00 m Signature Authorized Official S.M.C.D.S.B. Name Company Submittg Bid: (prt) Contact Person (prt)
Tender: DK-034-201 1 1. INTRODUCTION Simcoe Muskoka Catholic District School Board (SMCDSB) is seekg bids for alarm system monitorg services. GeoQraDhv The Board has 56 locations throughout Simcoe County, the District Muskoka, and the Town Parry Sound, coverg a geographical area from Bracebridge/Huntsville/Parry Sound to the north, Bradford/Tottenham to the south, Collgwood the west and Brech the east. The fifty-six (56) sites consist forty-four (44) elementary schools, ne (9) secondary schools and three (3) admistrative fices. Liability for Errors The Board has used considerable effort to ensure that formation presented here reflects, with reasonable accuracy, the nature the goods and/or services requested and its factual components. The formation is supplied as a guidele for bidders and may not be completely accurate, comprehensive or exhaustive. The Board does not make any representation, warranty or guarantee as to the accuracy the formation contaed here. It is the bidder s responsibility to avail themselves all necessary formation to prepare a bid response to this tender. If bidders have any questions or issues they feel need to be addressed, contact the Tender Coordator. (See section Tender Coordator ) 2. SUBMISSION Two (2) complete bids are to be submitted. One bid document must have an origal signature. The Board shall not accept or consider bids transmitted by facsimile or sent by any other electronic means. Alterations the origal document will not be permitted under any circumstances. The Board shall reject and return unopened any bid that is not received and stamped at the Reception Desk by closg date and time. The Reception Desk clock will be the judgg strument, It is the responsibility the bidder to ensure that the bid is received at the Board Office and stamped by the specified date and time. Bids delivered to an address other than as specified will not be considered. Sealed Tenders will be received at the Reception Desk : Simcoe Muskoka Catholic District School Board 46 Alliance Blvd. Barrie, ON L4M 5K3 ATTN: Tender No: DK-034-201 1 on/or before 2:00:00 p.m. on/or before Thursday December 1, 2011. Submit tenders with return address, tender name and number on the front the envelope. 2
Tender: DK-034-201 1 All bids shall comply accordance with all terms and conditions and product specifications set forth the tender documents. Restrictive or conditional statements by the bidder the tender bid may subject the tender to disqualification. Bids must be submitted (typed or k), on the forms provided, properly signed by an authorized agent the bidder. Bids may be disqualified if complete, written pencil or unsigned. The person signg for the company must itial all erasure, over-writg or strikeouts. Signg the Acknowledgement Form (Appendix B), will dicate an understandg and agreement to comply with the terms and conditions and other requirements as stated this tender and that any exceptions have been duly noted their submission. Mandatory Requirements for Compliancy Appendix A completed and returned Appendix B completed and returned Appendix C completed and returned Appendix D completed and returned, cludg no bid. (Also see Pricg Product ) Appendix E completed and returned Mimum five (5) years experience the Security Alarm Monitorg field ULC Listg Allow access to database by Board staff Sgle facility Bonded and Security cleared All issued Addenda signed and returned with the bid provide pro provide pro Force Majeure Force majeure are causes beyond a party s control, which are not avoidable by the exercise reasonable foresight. Neither party shall be responsible for any delay or failure to perform its obligations under this agreement by reason force majeure. If either party is unable to perform any its obligations this contract by reason force majeure, cludg fire or other casualty, strike, order a public authority, Act God, or other cause beyond the reasonable control such party, then such party shall be excused from such performance the contract for the duration such cause. In the event such ability to perform shall contue longer than 30 days, either party may termate this agreement without further liability by givg written notice to the other party. LIMITATIONS OF DAMAGES THE RESPONDENT, BY SUBMITTING A TENDER, AGREES THAT THEY WILL NOT CLAIM DAMAGES IN EXCESS OF AN AMOUNT EQUIVALENT TO THE REASONABLE COSTS INCURRED BY THE RESPONDENT IN PREPARING THEIR TENDER FOR MATTERS RELATING TO THE AGREEMENT OR IN RESPECT OF THE COMPETITIVE PROCESS, AND THE RESPONDENT, BY SUBMITTING A TENDER, WAIVES ANY CLAIM FOR LOSS OF PROFITS IF NO AGREEMENT IS MADE WITH THE RESPONDENT. 3
Tender: DK-034-201 1 Withdrawal or Amendment Tender by Bidder A bidder who submits a Withdraw their bid bid closg date and time. to Board may: only by givg written notice to the Tender Coordator before the Amend their bid only by submittg an amended bid a sealed envelope to the Board before the closg date and time. The last bid received by the Board before the closg date and time shall supersede and validate any bid previously submitted by the bidder. The Board shall return unopened any bids that has been withdrawn or previously submitted. Irrevocability Subject to the bidder s right to withdraw a by the bidder and shall rema days from date closg. bid prior to the closg time, the bid shall be irrevocable effect and open for acceptance by the Board for 120 busess Addendum The Board, without details liability, this tender or cancel this tender. cost or penalty may, at any time prior to the closg time alter any In the event that this tender rema unchanged. All is addenda amended via addendum, the remader will and on Biddgo at www.biddgo.com the tender shall be posted on the Board s website at www.smcdsb.on.ca Each bidder shall be responsible for verifyg, before depositg their all with addenda that have been issued and that the bid all itialled copies document to the Board. Failure to return the signed addenda from further consideration. bid that they have received these addenda are returned will disqualify the bid Fair and Open Process It is vital that the process leadg up to the acceptance and fair, and that each bidder is treated equally. tentionally or otherwise, any advantage or formation which No a Tender be, and be seen to be, open bidder can be seen to be derivg, is not equally available to bidders, whether from authorized or unauthorized Board staff, and as a result contacts or personal relationships. Bidders Established Process form clude the Agreement To Abide their submission. will special By The all 4
Tender: DK-034-201 1 TENDER CO-ORDINATOR Bidders who wish to obta further formation about the tender or the tender process must submit their questions by e-mail or facsimile on or before the date dicated on front page to: Donna Kasper Buyer Simcoe Muskoka Catholic District School Board 46 Alliance Blvd Barrie, ON L4M 5K3 Facsimile # (705) 722-6534 E-mail Address: dkasper@smcdsb.on.ca The bidder is put on notice that: Only the Tender Co-ordator specified by the Board requirements the tender. is authorized to amend or waive the Under no circumstances shall the bidder rely upon any formation or structions from the employees or the formation or struction Board, its its agents and trustees unless the person named above provides writg. The Board, nor their respective employees or agents and trustees shall be responsible for any formation or structions provided to the bidder, structions provided with writg by the Tender Co-ordator. the exception formation or It is the responsibility any matter it the bidder to seek clarification, from the Tender Coordator specified, considers to be unclear before submittg the tender. The Board shall not be responsible for any misunderstandg on the part process. If the bidder concerng the tender or site visits are requested, the Board requires one week s notice, to be arranged through the Tender Co-ordator. its 3. BID ACCEPTANCE AND AWARD OF THE TENDER The Board may not necessarily accept the lowest submitted bids at any time without explanation. Bids which are the right to reject any and non-compliant with the mandatory requirements all or restrictions, shall be disqualified and will bid or any submitted bid. The Board reserves this Tender, or which conta qualifications not be considered further the evaluation process. Comøliance The followg bid fraction will result immediate disqualification: Tender submissions received late or delivered to an correct address. The followg lack documentation durg the evaluation process: will prevent the Bidder s submission from beg considered In stances where the Board s provided documents are not submitted or are submitted 5
without the signature an authorized representative the Bidder. This documentation cludes the Acknowledgement form and any Appendices that are required to be submitted. When addendum/addenda (if issued by the Board) are not acknowledged by the Bidder and returned to the Board the bid submission. If conditions are presented the submission that makes the fer non-compliant with the Board s terms and conditions, scope work etc. Any documents requested the Mandatory Requirements for Compliancy section that are not submitted with the bid submission. Unsatisfactory Tenders Should the Board not receive any satisfactory bids, the Board reserves the right to proceed by way negotiations with one or more Bidders, without beg obligated to negotiate with all Bidders. Evaluation Criteria Bids which are non-compliant with the requirements this tender or which conta qualifyg conditions shall be disqualified. Only compliant bids (meetg all mandatory requirements) will be considered. All compliant bids will be evaluated on the response to the requested formation and pricg. The Bidder must be prepared, if requested, to present evidence experience, ability, capacity, fancial resources and reputation deemed necessary by the Board to fulfill the contract. The Board reserves the right to vestigate a Bidder s claim or background at any time and any manner deemed appropriate by the Board. Award The selected Bidder, if any, shall be notified writg by the Board the award the tender, whole or part. In the event a tie bid, the Board will flip a co. The award will be subject to the selected Proponent supplyg all the necessary surance documents as requested the Tender document. The Board reserves the right to immediately remove from eligibility to submit bids for an determate period any Bidder, who the opion the Board: fails to accept the contract as awarded for unsatisfactory performance the contract. Right to Negotiation The Board reserves the right to enter to discussions with any bidder as it fit, or with another bidder concurrently. The Board will not cur a liability to any bidder as a result these discussions or negotiations. 6 sees
4. GENERAL INFORMATION Simcoe Muskoka Catholic District School Board Any provcial legislation or regulations pertag to School Boards governance prevails over the terms and conditions this tender. The selected bidder(s) shall at its own cost comply with all laws governg by the laws Ontario and Canada. This tender which is submitted by the bidder without any connection, knowledge, comparison on figures or arrangements with any other person makg a bid for the same work, and is all respects fair and without collusion or fraud. The Boards terms and conditions this request for tender, together with the selected bidder s bid response, constitutes a contract and will govern and supersede all other documents, for example, contracts, purchase orders, voices and etc. Any mor negotiations will be written up as an addendum to the submitted tender. No Vendor Contract will be signed. Pressional Qualifications The bidder may be asked to provide detailed formation on the pressional qualifications all staff that are expected to be volved with the work. Also, it is critical that the bidder identify a sgle senior dividual who co-ordate the work from begng to end. All work will be performed diligently and to high standard pressional competence by all parties. Indemnification The bidder shall demnify and save harmless the Board and the Boards trustees, ficers, employees, dependent contractors, subcontractors, agents, volunteers, successors, and assigns, any and all losses, costs, damages cludg but not limited to, cidental, direct, special and consequential damages, or any loss use, revenue or prit by any person, organization or entity. Liabilities cludg but not limited to, any and all liability for damages to property and jury to persons (cludg death), judgements, claims, demands, causes action, contracts, suits, actions or other proceedgs any kd. Any expenses cludg but not limited to, legal fees for solicitor which demnified persons, entities or organizations or any them, may suffer or cur, howsoever caused, arisg out or connection with, any way related to or as a result : Anythg done or omitted to be done by the bidder or the bidders personnel with respect to their obligations under the contract or otherwise connection with this tender, cludg any breach by the bidder their obligations under this contract or any breach by the bidders representations, warranties and covenants set forth the bidder tender; and Any alleged frgement or frgement any patent, copyright, trade mark, trade secret, or other tellectual or dustrial property right or contractual right or obligation any third party by reason the purchase, use or possession any the services or deliverables under this contract. 7
Tender: DK-034-201 1 Exclusivity The Board does not relquish total exclusivity. The Board reserves the right to solicit services as required or deemed necessary by the Board. Freedom Information and Protection Privacy Act All bids submitted to the Board are subject to the access provisions the Freedom Information and Protection Privacy Act R.S.O. 1990 F31 (FOIPOP) FOIPOP provides all persons with a legal right access to formation the custody and/or control the Boards subject to a limited set exemptions. One such exemption is formation that reveals a trade secret scientific, technical, commercial, fancial or labour relations formation supplied confidence by a third party, where disclosure could reasonably be expected to result certa harms. A bidder should clearly identify any formation their bid or any accompanyg documentation, which they claim to be confidential. Despite the above, submission by the bidders a tender shall be deemed to be consent by the bidder: To the disclosure the tender or any part there, to dividuals the Boards; other Boards and government agencies and to other persons, as may be necessary for the purpose reviewg and evaluatg the tender. To the Board makg copies the tender for the purpose reviewg and evaluatg the tender. To the retention the tender by the Board, To the public disclosure the name the bidder. The Board, without prejudice to this right, may request clarification where any bidder s tent is unclear and may waive or request or amend where, the opion the Board there is a mor irregularity or omission the formation that is to be submitted to a required document. Ontario Regulation 521/01 required by the Board, the selected bidder covenants and agrees to provide the Ontario Education Services Corporation, or such other entity as the Board may designate, with consent If to perform a crimal background check coverg fences under the Crimal Code, the Controlled Drugs and Substances Act and any other fences that would be revealed by a search the automated Crimal Records Retrieval System mataed by the Royal Canadian Mounted Police ( Police Record Check ) for every dividual or employee the selected bidder who may come to direct contact with pupils on a regular basis at a school site the Boards. The selected bidder covenants and agrees that prior to comg to direct contact with pupils on a regular basis at a school site the Board, as determed by the Board its sole and unfettered discretion, every dividual or employee performg services for the bidder must receive an Identification Card issued by the Ontario Education Services Corporation, or such other approval as determed by the Board its sole discretion. The selected bidder further acknowledges and agrees that the contract between the Board and the selected bidder to be entered to pursuant to the terms here shall conta provisions 8
Tender: DK-034-201 1 demnification and provisions allowg the Board to termate same the event the selected bidder fails to obta or renew Identification Cards or provide Offence Declarations, as the case may be, accordance with the above-noted requirements. Conflict Interest The Bidder will declare to the Board at time bid any actual, potential or perceived conflicts terest. Conflict Interest Education Act Section 217 The bidder will declare to the Board any actual or potential conflicts terest. The bidder, by signg this contract confirms that they are not violation the Education Act S21 7 as follows: No teacher, supervisory ficer or other employee the Board or the Mistry shall, for compensation any kd other than his or her salary as such employee, promote, fer for sale or sell, directly or directly, any book or other teachg or learng materials, equipment, furniture, stationery or other article to any Board, provcial school or teachers college, or to any pupil enrolled there. No person or organization or agent there shall employ a teacher, supervisory ficer or other employee a Board or the Mistry to promote, fer for sale or sell, directly or directly, any book or other teachg or learng materials, equipment, furniture, stationery or other article to any Board, provcial school or teachers college, or to any pupil enrolled there, or shall, directly or directly give or pay compensation to any such teacher, supervisory ficer or employee for such purpose. Termation In addition to all the Boards other remedies, if a selected bidder fails to execute an agreement with thirty (30) days notice selection, the Board may, their sole and absolute discretion and without currg any liability, rescd the selection that bidder. In the event failure to execute as aforesaid, or that the selected bidder does not, the opion the Board, comply with the specifications and terms this contract at any time throughout the duration the contract, or if the Board, its sole and unfettered discretion determes that either their service or the product/equipment provided by the selected bidder is unsatisfactory at any time durg the term the contract, the Board reserves the right to immediately termate the contract its entirety and to remove the selected bidder from eligibility to submit future bids for an determate period thereafter. The supplier may also cancel this contract for just cause on nety (90) days written notice to the Board. Settlement Disrutes In the event any dispute or claim arisg between the Board and the bidder as to their respective rights and obligations under the contract, either party may give the other written 9
Tender: DK-034-201 1 notice fourteen (14) days such dispute or claim. The notification the dispute or cause resolved through negotiation to the satisfaction action arisg. themselves agree to submit the particular matter to arbitration Ontario. If no agreement is appropriate judicial tribunal as the circumstances may require. dispute or claim shall be made with If the dispute or claim cannot be both parties, the parties may between accordance with the laws made for arbitration, then either party may dispute to the Assignment or Subcontractg The selected bidder agrees not to assign or sub-contract any hereunder unless the bidder obtas the written consent withheld for good cause. the work or obligations required the Board, which consent may be Claims or Possible Claims The Board may preclude a bidder from biddg otherwise put a Board on notice for a pendg action or proceedgs (exceptg only construction or otherwise volvg a Board, thereafter. until lien if such bidder has made a formal demand or is volved any actual litigation demands, notices or proceedgs) by or agast a fal decision is rendered and for three (3) years News Release/Publicity The bidder(s) shall not make any news release concerng this resultg contract(s) without the express written consent bid the Board. or awardg the same or An award a contract to a selected bidder does not constitute a general endorsement supplier s products or services, and the award supplier to promote the sale Board. the contract shall not be used by the selected products or services, without the express written approval the 5. SPECIFICATIONS Term Contract The contract arisg from this tender until January 31, 2015. Prices will will rema firm. go to effect February 1, 2012 and will rema effect The Board has the option to extend this tender for an additional two (2) years at one tervals. The extension will price creases and vendor performance. be subject to pre-approval pendg evaluation (1) year any pre-submitted Price decreases fered to other Boards on items with this tender must also be extended to the Board. Where the contract negotiate with is extended and/or market conditions warrant the Board reserves the right to the selected bidder for adjustments prices. If the Board and bidder cannot agree on a new price, the Board shall have the right to termate the item(s) or contract without further obligation. 10
Tender: DK-034-201 1 Quantity Any quantities listed throughout the tender are based on estimates and are furnished without any liability to the Board. Subsequently the Board quantities dicated. is not obligated to purchase the exact or any Pricg Product Prices entered on the attached bid sheet(s) shall be net prices, Canadian dollars, all costs must be cluded the unit cost the item (i.e. fuel charge, mimum order charge, shippg, admistrative costs, etc). Freight on board (FOB) destation shall clude duty, custom clearance, exchange and all price will be rejected. other charges. Bids received with any extra charge over and above the item Do In not clude Goods and Services Tax (GST) and Provcial Sales Tax (PST). the event any omission the tender: unit prices shall govern over total prices; the Board reserves the right to contact any bidder after closg to clarify the bidders pricg without becomg obligated to contact any other or clarification. all respondents for Health and Safety All electrical/electronic components supplied must be CSNULC and/or Ontario Hydro approved. Appropriate labels must be affixed to the equipment. Insurance surance for Public Damage and up-to-date payment to Worker s Compensation prior to award the contract as The bidder shall provide the Board with pro follows: Liability and Property a) The selected bidder must provide the Board with (WSIB) certificate every nety (90) days for the duration contract termation or delay documentation is received by the Board. this requirement may result the Workplace Safety and Insurance Board the contract. The non-compliance such time the proper payment until b) A completion valid Certificate Insurance shall be mataed and provided to the Board up to the the contract term and shall list the Board as co-sured. c) Comprehensive General Liability and Property Damage Insurance with a limit $5,000,000.00 clusive, per occurrence, shall be provided to the Board prior to award contract. The non-compliance this requirement may result contract termation. not less than the 11
Issuance a Purchase Order Simcoe Muskoka Catholic District School Board The Board reserves the right to order AS NEEDED. Purchase Orders will be issued by the Board for all materials/services required. No payment will be made unless the selected bidder can dicate a valid purchase order number. All voices submitted for payment must dicate the Purchase Order number. Invoicg The selected bidder(s) must submit voices directly to the Board. the schools or work site. Do not send the voice to Oieration Delivery Vehicles Delivery or service vehicles must not enter or leave school grounds when students are the area unless directed by or with permission the school and/or admistrative staff. Drivers motor vehicles shall not operate their vehicles beyond the parkg area. Such vehicles shall be operated with due caution at all times while on school property. Speed limit must not exceed 8 kilometers (5 miles) per hour at any time. Warranty In addition to any warranty, expressed or implied by law or otherwise and not withstandg prior acceptance by the Board, the selected bidder shall replace the goods without cost to Board. If, with a period twelve (12) months followg acceptance, the goods are determed to be defective design, material, performance, workmanship or are otherwise not accordance with the requirements the P0. The warranty for fraud and latent defects shall be perpetual. S.M.C.D.S.B. Controller Fance: Pia Elston Chairperson: Clayton Ferguson 12
SCOPE OF WORK The Simcoe Muskoka Catholic District School Board is seekg bid submissions for Facility Monitorg. The objective this tender is to provide facility monitorg service to the Board a safe and efficient manner with a mimum disruption to the normal activities the facilities. There are fifty-six (56) locations throughout the Simcoe Muskoka Catholic District School Board. i) Central Monitorg Station The central monitorg station shall provide the Board with a complete monitorg service which cludes the followg signals: Fire Alarm (24/7 - immediate dispatch) Fire Trouble (24/7 - note report) Security Panel Troubles (24/7 note report) Opengs and Closgs (24/7) Intrusion (durg unoccupied times) Hydro Power Failure (durg unoccupied times) Low Temperature (November 1-April 15) (durg unoccupied times) Boiler Water Flow/Temperature (November 1-April 15) (durg unoccupied times) Elevators/lifts (50 locations approx.) (24/7) separate cost per applicable location Self- test shall be carried out every 24 hours to ensure communication is on le with the Central Station For the followg, a connection to the buildg automation system to monitor would be required: Low Temperature Boiler Water Flow/Temperature Facilities that do not have boilers, alternate methods temperature monitorg will have to be arranged. For the followg locations have separate daycare facilities located with the buildg: St. Peter s Catholic High School Barrie, ON Father F.X. O Reilly Catholic Elementary School Tottenham, ON Sister Cathere Donnelly Catholic Elementary School Barrie, ON St. Ann s Catholic Elementary School Penetanguishene, ON Holy Family Catholic Elementary School Alliston, ON Sat Gabriel the Archangel Catholic Elementary School, Barrie, ON St. Francis Assisi Catholic Elementary School, Innisfil, ON Jean Vanier Catholic Secondary School, Collgwood, ON St. Marguerite d Youville Catholic Elementary School, Barrie, ON St. Nicholas Catholic Elementary School, Barrie, ON Monsignor Michael O Leary Catholic Elementary School, Bracebridge, ON Notre Dame Catholic Elementary School, Orillia, ON 13
The above daycare locations have keypads that were stalled and are monitored under separate contract held by the Daycare Providers. This is for security access (entry) to the Daycare facilities only. The fire and trusion alarms are a partition with the Board s panel. The central monitorg station servicg this contract shall be a sgle facility, i.e. the Board will not accept a submission from a Bidder proposg the use more than one monitorg station, whether these facilities be associated or not. The central monitorg station shall be a ULC listed full service monitorg facility and a Member good standg with the Canadian Alarm and Security Association (CANASA). All technicians must be CANASA Certified. Pro is to be provided to the Board by the selected Bidder for each technician. The monitorg station shall be capable providg elevator supervised les and other specified signals. The central monitorg station shall be fully backed up by a non-terruptible power supply (UPS) connected to both battery and generator power to carry the station through both long and short power outages. In case system failure, the central monitorg station shall be fully supported by a secondary receiver or multiple receivers to provide complete and non-terruptible service. The central monitorg station shall have its employ full time operators who are bonded and security cleared, and who are dedicated exclusively to monitorg comg alarm signals. All station operators must be fully traed, skilled and experienced station procedures, and dispatchg response agencies. They must be capable providg competent terface with police, the fire department, security response teams and other emergency services, as well as beg polite, helpful and responsive when dealg with alarm system users. The central monitorg station must be capable providg technical support to the Board s technicians. The selected Bidder must have experience workg with DSC (Digital Security Controls) le products as well as current DSC access control. The central monitorg station must be fully computerized, with system stware that is acceptable to the Board. This stware must be capable providg complete account formation on request. Information required cludes: system history, system account numbers, customer call lists, special customer struction, zone identification, type protection devices, stallation/location system and servicg dealer contract formation. Stware must be compliant to current standards. The central monitorg station must be capable prioritizg alarms, ensurg that important signals are handled expeditiously. It must be a live on-le Wdows based system. The central monitorg station must be equipped to identify specific zones trusion or trouble and respond to signals accordgly, notg the type signal and location sendg device (providg that the control panels monitored are capable transmittg the specific details). 14
The central monitorg station shall provide on a daily basis at no cost to the Board an English language literal computerized activity report that can be retrieved electronically, which will clude: the day, date and time all opengs, closg and any specific cidents (fire, trusion, fire trouble, hydro power failure, low temperature) with a full explanation how the situation was handled a time log each action taken by the operator list persons called subsequent communication and resolution specific cidents with details on the cause the alarm, its validity and any additional formation available All signals must be fully monitored and verified until completion. In addition, the central monitorg station will mata data enablg it to provide histories and priles which clude formation on the activity any zone specified over any given period time or formation on the entire system s activity over a specified time frame. The central monitorg station must provide system flexibility, which allows for temporary put data and accepts non-standard structions for specific periods time. The central monitorg station shall co-operate and co-ordate with all Board personnel and contractors the servicg and testg any Board systems connected through the security system (e.g. fire alarms, security alarms, boiler alarms, etc.) They shall provide detailed zone listg reports upon request. This service must be provided at no cost to the Board. The central monitorg station must be able to log and form the Board any signal (other than openg and closg) which occurs more than once with a period 48 hours so that service problems can be expedited to avoid the re-occurrence false alarms. The central monitorg station shall have the capacity corporatg to their account Board school identification numbers as provided by the Board. The Board will provide a block identification numbers specific to the Board. (Refer to page seventeen (17) for further formation under System Verification section.) The Board will assign a four digit code to each authorized key holder. In the case an event requirg a key holder, the central monitorg station shall have the capacity its computerized monitorg system to dispatch a designated key holder on a rotational basis, if required. Dispatch key holders will be via telephone channels, 24 hours per day, seven days per week as required. Accurate records shall be mataed and an accountg events and response actions shall be documented completely and noted on the daily activity report sent to the Board. The Board shall provide the central monitorg station with a complete list key holders and their designated responsibilities by facility and will ensure that changes to this list will be itiated with seventy-two (72) hours such notice. The Board will supply a complete procedure for dispatch purposes for specific key holders on a site basis. The central monitorg station shall have the capability receivg calls from the les owned by the Simcoe Muskoka Catholic District School Board. The selected bidder will provide a local 15
Tender: DK-034-201 1 telephone service terface ensurg that the Board does not cur any long distance charges. These terface les connected to the central monitorg station s equipment shall be programmed to receive event signals as transmitted from the Simcoe Muskoka Catholic District School Board. The central monitorg station shall provide direct access via Wide Area Network (WAN) from the Board to the central station stware. This access shall be password protected. The central monitorg station shall perform full data entry all account formation cludg pass fobs prior to start up contract. The Board operators shall have the right and ability to add, modify, or delete pass fobs and key holders as required. It is the responsibility the Board to mata these lists. Blank pass fobs shall be supplied by the Central Monitorg Station at no cost to the Board. The Board operators will assign and enter to the Board s computer system. The Board operators shall be able to create on-le reports based on date, time, and system number. These reports shall clude opengs, closgs and alarms. The report generated shall be prted at the Board for the duration the contract. All stware to access the central monitorg station shall be compatible with a dedicated personal computer. Stware and trag shall be provided at no cost to the Board as part this contract. The access shall be 24 hours a day. The central monitorg station shall be capable acceptg all additional new locations brought on le, compatible to set standards. The central monitorg station shall provide the capability to receive and personally respond via operator to any emergency calls transmitted from elevators with the Board facilities. Response is to be as per the procedure provided for each specific site. For the purpose receivg emergency calls from the elevators, the central monitorg station shall provide a toll free service with the Simcoe County and District Muskoka Region at no charge to the Board. Reprogrammg all elevator telephones to the designated toll free service will be required at no cost to the Board. The central monitorg station shall ensure that each elevator telephone le will be a dedicated le. Where, under the applicable legislation, disclosure security or at the discretion the Board, wdow decals statg name monitorg station, 1-800 telephone number, etc., must also be provided for all sites and as required, for additional new schools. These decals will be provided at no cost to the Board. The central monitorg station shall provide a standard voice grade communication toll free service to Board facilities to report emergency notification, testg procedures, cancellation false alarms and other general quiries associated with the monitorg process. This shall be at no cost to the Board. Note: the Board requires access to a live operator with thirty seconds placement call. All connections to the central monitorg station shall be completed no later than 12:00:00 a.m. February 1, 2012. This shall clude set-up databases and procedures as provided by the Board. Any delays beyond this date convertg the facilities and falizg the connectg to the central monitorg system will result a penalty beg placed on the central monitorg station for costs curred by the Board the use two monitorg stations after the designated time period. In this stance: 16
the central monitorg station would be responsible for reimbursg the Board for 100% the costs billed to the Board by the cumbent monitorg station for the period after 12:00:00 a.m. February 1,2012. a complete cost breakdown durg conversion will be provided by the central monitorg station as each facility is brought on-le. Information will clude the date the conversion is completed per each account, so that the Board can determe penalties to be levied. ii) System Verification and Start-up The central monitorg station or its agent shall conduct a complete verification all security monitorg stallations providg a report listg the followg: The make and model the control panel and battery back-up. A complete test sheet zones and signals programmed. The test sheet shall dicate the location each device and certifyg the results each device. (Note: Tests to be conducted durg the least occupied times where feasible). A verification all signals to the central monitorg station. Note: In verifyg, the selected Bidder or the selected Bidder s designate must use school identification numbers which may be required to be programmed at time verification. If on site, durg the process verifyg the systems, all dirt, debris and rubbish and any redundant les and/or equipment caused the performance this work shall be removed from the premises and the site must be mataed a clean and orderly fashion. The central monitorg station or its designate will provide a complete plan work or a schedule, notg date and time visit to each school for reprogrammg, testg and verifyg the security monitorg systems. This schedule will be available to the Board for approval before the commencement work. The signal verification process MUST be completed by January 31, 2012 and reports are to be submitted to the Board at that time. iii) Service, Equipment and Matenance At the time award, all equipment is fully operational. Any items found not to be operational due to normal usage durg the Contract period shall be brought to the attention the Board immediately. The selected Bidder shall provide service to the Board on an if, as, and when required basis. Any repairs requested by the Board will be done on a time and material basis. Bidder must provide detailed costg for all work, service or upgrades required. The selected Where equipment requested is no longer available, the selected Bidder shall fer the SMCDSB an alternate product that must be approved at the sole discretion the SMCDSB before stallation takes place. 17
APPENDIX A - AGREEMENT TO ABIDE BY THE ESTABLISHED PROCESS The followg rules must be observed to protect the tegrity the process: 1. All communications, cludg requests for formation, must be between only the representative the Board and each Bidder who have been authorized and designated for that particular purpose. 2. Apart from the communications between and among the designated representatives, there must be no communication between any other Board staff or Board Consultants and any other representatives the Bidder, and no givg formation with respect to the Tender processes and the fal Agreement. 3. Any attempt on the part any Bidder, or any their employees, agents, Consultg Firms, or representatives to contact any persons other than the designated representative with respect to the Tender or any violation the above requirements will be grounds for disqualification. The Board may, at its discretion, addition to any other rights or remedies available at law, reject any potential or actual submission or Tender submitted by that Bidder. Bidders must accept and agree to observe the contents this Agreement to Abide by the Established Process, form their staff there, and ensure their compliance. This Agreement must be signed by a person who has the authority to bd the Bidder and be cluded with the Tender submission. The undersigned accepts the terms this Agreement: Company Name Signature Authorized Signg Officer Date Title Designated Representatives the Bidder: Name Title Telephone! E-mail 18
APPENDIX B - ACKNOWLEDGMENT FORM Simcoe Muskoka Catholic District School Board By signg this page you have read and understand the requirements this tender. Each bid will be received with the understandg that the acceptance, writg, by the bidder the fer to furnish all or any part the goods/services described there shall constitute a contract between the bidder and the Board. This shall bd the bidder on their part to furnish and deliver the goods/services at the prices given and accordance with conditions said accepted tender. The Board shall on its part take delivery and pay for the goods/services at the contracted prices. Company: Address: AUTHORIZED SIGNATURE: Name (prt) Title Telephone No.: Fax No: E-mail address: Website: Date: 19
Simcoe Muskoka Catholic District School Board APPENDIX C - REFERENCE FORM Bidder Name: Each respondent shall provide a mimum three (3) references from clients with multiple for which they have provided similar locations services with the past 3 years. (1) Company: Address: Contact: Title: Telephone Number: Email Address: Nature Work: Date work undertaken: (2) Company: Address: Contact: Title: Telephone Number: Email Address: Nature Work: Date work undertaken: (3) Company: Address: Contact: Title: Telephone Number: Email Address: Nature Work: Date work undertaken: 20
. (column APPENDIX D- PRICING SHEET Simcoe Muskoka Catholic District School Board Bidder Name: **DO NOT INCLUDE H.S.T** Facility Monitorg Services - February 1, 2012 January 31, 2013 Cost per unit per month Annual cost per unit Annual monitorg costs (column #1 X 12 months) (column #2 x 56 sites) $ $ $ Cost per elevator/lift per Annual cost per elevator/lift Annual elevator/lift month (column #1 X 12 months) monitorg costs (column #2 x 26 elevators) $ $ $ Facility Monitorg Services - February 1, 2013 january 3L 2014 Cost per unit per month Annual cost per unit Annual monitorg costs (column #1 X 12 months) (column #2 x 56 sites) $ $ $ Cost per elevator/lift per Annual cost per elevator/lift Annual elevator/lift month (column #1 X 12 months) monitorg costs #2 x 26 elevators) $ $ $ Facility Monitorg Services - February 1, 2014 January 3L 2015 Cost per unit per month Annual cost per unit Annual monitorg costs (column #1 X 12 months) (column #2 x 56 sites) $ $ $ Cost per elevator/lift per Annual cost per elevator/lift Annual elevator/lift month (column #1 X 12 months) monitorg costs (column #2 x 26 elevators) $ $ $ Cost for Panel DSC4O2O $ Labour Rate: $ 21
Simcoe Muskoka Catholic District School Board APPENDIX E- INFORMATION SHEET Bidder Name: Provide the followg formation: 1) a) Number years experience providg security alarm monitorg. b) Provide the names the company which busess has been conducted over these years. 2) Are you a sgle facility? Yes or No 3) Board staff will have access to the database. Yes or No 4) Are you a Member Canadian Alarm and Security Association (CANASA)? Yes or No 4) Have you cluded the followg documentation with your bid submission? Appendix A Appendix B Appendix C Appendix D Appendix E ULC listed provide pro Member CANASA - provide Technicians are CANASA certified provide Bonded and Security cleared provide All issued Addenda pro pro pro 22