Monitoring of Fire and Security Systems Services

The vendor is required to provide security and fire alarm system monitoring services, repair, installation, and replacement of alarm system components for the county’s 29 county owned and operated facilities, which house firelight and simplex Grinelle fire system panels, including but not limited to those in system panel inventory.
- Provide trained, qualified, and experienced personnel, plus all necessary labor, tools, equipment, materials, and supplies to safely perform services in accordance with all applicable laws, industry best practices, and standards.
- Security and fire alarm monitoring
• Monitoring system shall accommodate three dedicated phone lines for fire monitoring; one primary and one secondary line and a third dedicated line for security monitoring and notification.
o Primary line shall be analog but have the capability of using cell phone communications. 
o Secondary line shall be analog but have the capability to utilize county network connections. 
o Third line shall be analog with the capability of using cell phone communications.
• Program each phone line with the correct phone number for fire monitoring.
• Program each security panel with the appropriate notification phone number for fire monitoring.
• In the event of a system error, contractor shall notify the county project manager or designee who will then determine if county consolidated dispatch must be notified.
• The event of a security alarm, contractor shall contact county project manager or designee immediately.
• System shall allow the county project manager to set the monitoring systems on test mode using a cell phone.
- Routine system panel, repair, installation, and replacement services
• The term of an agreement, perform in-place inspection and repair or replacement of all major and minor components, and parts, necessary to ensure the ongoing safe and efficient operation of the fire monitoring panels
• For repairs needed, contractor shall provide a report to the county project manager, within 48 hours, any needed repairs discovered during maintenance or service calls.
• Reports shall be provided in writing, via email, to the county project manager and shall include, at a minimum, the following information:
o Repair needed,
o Facility impacted,
o Estimated amount of time to provide the repair,
o Cost of the repair, which shall be charged at agreed-upon rates as proposed in the rfp response, and
o Parts and supplies required and their estimated cost, which shall be paid at invoice cost from the vendor and supplier with applicable proposed hourly rates for administrative and invoice processing costs.
o Contractor shall, upon county approval, and in a timeframe agreed upon by both parties, perform maintenance or repairs to items reported to county.
- Service calls and repairs
• Non-critical service calls are to be responded to by a qualified technician.
• Critical service calls are to be responded to by a qualified technician within four (4) hours of receipt of service call and must be completed by the next working day, pending delivery of parts.
• Parts shall be available on site within seventy-two (72) hours.
• Provide written certification that repairs are complete, to include
o Suspected cause(s) of the malfunction(s), and actions taken to prevent recurrence.
o A list of parts used to make the repair.
o Hours required making the repair.
- On-call emergency and non-emergency repair or replacement services
• Provide on-call repair, or replacement services, as requested by county, which may occur during normal business hours, after normal business hours, on weekends, or on holidays.
• On-call services shall use rates as proposed in contractor’s RFP response and agreed to by county.
- Parts, materials, and supplies
• An internal parts department with reasonable stock levels, or direct access to a full-scale, high-volume, locally-located parts distribution center for appropriate parts relative.
- Documentation of licensed staff
• All work shall be performed properly by licensed staff.
• Provide a list of all staff and copies of their licenses and shall provide updated lists within ten (10) calendar days if there is a change to staff.
- Contract Period/Term: 7 years
- Questions/Inquires Deadline: July 18, 2025