Comprehensive Overview of Multi-State Security & Fire Protection Services Contract
Establishing multiple Master Agreements in Security & Fire Protection Services for state governments, institutions of higher education, political subdivisions, and other eligible entities. Benefits include nationwide and regional awards, fixed pricing, and reduced administrative burden. The RFP process involved key dates and evaluation criteria.
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Security & Fire Protection Services MULTI STATE CONTRACT Ronda Miller Lead State Nevada PURCHASING DIVISION
Sourcing Team Florida Nicole Acosta Contracts Officer Washington Bart Potter Contracts Consultant Oklahoma Sheri Diehm Category Manager South Carolina Pat Bode Procurement Manager Nevada Ronda Miller Purchasing Officer II Shannon Berry, NASPO ValuePoint
Purpose To establish multiple Master Agreements in Security & Fire Protection Services for: State governments (including departments & agencies) Institutions of higher education Political subdivisions (i.e., colleges, school districts, counties, cities, etc.) The District of Columbia & territories of the United States And other eligible entities subject to approval of the Participating Entity s procurement director and compliance with local statutory and regulatory provisions ( Purchasing Entities ).
Benefits of Agreements Both nationwide and regional awards. Increased nationwide coverage, currently two nationwide contractors, and five to be awarded Fixed pricing for the first two years of the contract. Combining the two current contracts may provide a single PA for both security and fire protection services reducing the administrative burden for participating states. The markup percentage will include costs for: shipping, configuration, kitting, processing, reporting, warehousing, ValuePoint and Participating Entity fees. No other fees can be charged without prior negotiation and approval by the participating entity.
RFP Process RFP Process Date RFP Advertised Questions / Requests for Clarification Due Answers / Clarification Issued March 22, 2017 April 20, 2017 April 26, 2017 Closing (Proposals Due) May 23, 2017 Evaluation Period May 24 ~ June 22, 2017 Notice of Award August 15, 2017 Award Protest Period Ends August 25, 2017 Initial two years, with a three year renewal option August 15, 2017 ~ July 31, 2019 Contract Term Contract Start/End
RFP Process continued 39 Proposals Received Evaluation of proposals by sourcing team 19 Vendors awarded
Evaluation Criteria Evaluators assigned a score for each criterion between 0 and 10, with 0 = Unacceptable and 10 = Excellent Technical Criteria Technical response evaluated on: Conformance with the terms of this RFP - 15 Reporting - 10 Financial Stability - Pass/Fail Categories 1-9 evaluated separately on: Demonstrated Competence - 30 Experience in performance of comparable engagements - 25 Cost - 20
Scope of Services Category 1: Access Control Systems Category 2: Burglar Alarms Category 3: Surveillance Services & Equipment Category 4: Portable Fire Extinguishers Category 5: Fire Extinguishing Systems Category 6: Fire Sprinkler Systems Category 7: Fire Alarm/Protective Signaling Systems Category 8: High Security Control Systems Category 9: Inspections & Monitoring Fire Extinguishing Systems Fire Sprinkler Systems Alarm Monitoring Fire Alarm/Protective Signaling Systems
Awarded Vendors Awarded Vendor A3 Communications, Inc. Allied Universal Security Systems Aronson Security Group, Inc. (ASG) CodeLynx, Inc. States Proposed Categories 1,3 1,2,3 1,2,3,8 1,2,3 (KY, WV, TN, VA, NC, SC, AL, GA, FL) (SC) (Nationwide) (AL, AR, FL, GA, KY, SC, NC, MD, MS, TN, VA, DC) (VA) (OK) (AZ, CO, HI, MT, NM, ND, TX, UT, WA) (Nationwide) (SC) (SC) (NV rural only) (CA, NV, WA) 1,2,3,7,8 1,2,3,4,5,6,7,9 1,2,3,4,5,6,7,8,9 8 3 9 1,2,3,7 1,2,3,7,9 Communications Specialists, Inc. Firetrol Protection Systems Intraworks Justice Systems Myrtle Beach Communications Nextgen Technologies, Inc. PowerComm Solutions RFI Communications and Security Systems SDI Presence LLC Simplex Grinnell Stanley Convergent Security Solutions Star Asset Security (SC) (Nationwide) (Nationwide) (AK, AL, FL, GA, MS, NC, SC, TN, TX only cat 4, 5, 6, VA, WV) (Nationwide) (FL, GA, SC, NC, VA) (AZ, ID, MT, UT, WY) 1,3,7 1,2,3,4,5,6,7,8,9 1,2,3,7,8,9 4,5,6,9 1,3 1,2,3,7,8 1,2,3,7,8 Systems Engineering ,Inc. Technology Solutions of Charleston Wasatch Controls
Contract Pricing Note the following sections of RFP Attachment B included in the Master Agreements: Section E: Penalty for improper pricing It is the vendor s responsibility to ensure that all prices proposed for all projects are accurate and consistent with the terms of the contract. For all projects completed under this contract: if a vendor submits an invoice containing incorrect pricing in favor of the vendor, that vendor shall submit a new, corrected invoice with a 25% reduction in cost for each incorrectly priced item. If vendor continues to provide incorrect invoicing each Purchasing Entity has the option to cancel their contract in its entirety without penalty. Vendors are not allowed to aggregate fees into contract after award has been made. Failure to comply may be grounds for cancellation.
Contract Pricing Contd Section F: Standard of performance and acceptance The Standard of Performance applies to all product(s) purchased under this Master Agreement, including any additional, replacement, or substitute product(s), as well as any product(s) which are modified by or with the written approval of the vendor and acceptance by the Purchasing Entity. The Acceptance Testing period shall be seven (7) calendar days, or any other time period identified in the solicitation or the Participating Addendum, beginning with the day after the product is installed certification is received that the product is ready for Acceptance Testing. If the product does not meet the Standard of Performance during the initial period of Acceptance Testing, the Purchasing Entity may, at its discretion, continue Acceptance Testing on a day-to-day basis until the Standard of Performance is met. Upon rejection, the vendor will have three (3) calendar days to cure any Standard of Performance issue(s). If, after the cure period, the product still has not met the Standard of Performance, the Purchasing Entity may, at its option: Declare the vendor to be in breach and terminate the order; Demand a replacement product from the vendor at no additional cost to Participating Entity; or Continue the cure period for an additional time period agreed upon by the Participating Entity and the vendor. Vendor shall pay all costs related to the preparation and shipping of returned products. No product shall be accepted and no charges shall be paid until the Standard of Performance is met. The warranty period will begin upon the Purchasing Entity s approval.
Contract Pricing Contd Contract pricing is based on hourly rate and percentage material markup. The markup percentage for equipment and licenses includes shipping, configuration, kitting, processing, reporting, warehousing, ValuePoint and Participating Entity fees. Fixed pricing for the first two years of the contract. Only the Lead State Contract Administrator can approve price increases.
Items to Consider in States Participating Addendum (PA) If a state allows, the Terms and Conditions provide for PA s to survive the expiration date of the Master Agreement. Therefore, it is recommended that the PA include an expiration date. Travel reimbursements to contractor must be negotiated with each contractor and written into the PA. Labor rates and percentage markup are capped; states may negotiate lower costs. Response time should be considered within the PA based on rural areas, size of state and location of service site. Master agreements allow for leasing of equipment; terms of leasing should be specified in the PA.
Participating Addendum PROCESS
PA Process All 50 states and The District of Columbia have Memorandum Of Agreement allowing them to be eligible to use any NASPO ValuePoint cooperative Master Agreement
Participating Addendums Through the Participating Addendum States/Entities may: Select Contractors Include their own State Administrative Fee Include required (unique) terms and conditions Identify options for States or their political subdivisions Request state-specific reporting or other requirements
Opportunities for Participation Three Options for Participation 1. State signs a Participating Addenda for entire state Every legally eligible entity in the state can participate 2. State signs a Participating Addenda for non state entities Every legally eligible entity that is not a STATE agency can participate 3. State does not sign a Participating Addenda Political subdivisions wishing to participate may contact the NASPO ValuePoint Cooperative Development Coordinator who will contact the STATE CHIEF PROCUREMENT OFFICIAL asking for approval for that entity to sign their own Participating Addendum. Entities may be given approval on an individual basis or State CPO may give approval to all entities within the state to execute their own Participating Addendums.
Step by Step: Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org 1. States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. States may also contact contractors directly to begin Participating Addendum process. 2. State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. 3. State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. 4. Contractor signs Participating Addendum and sends back to state for signature. 5. State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.
Step by Step: Same Process as Opportunity #1 Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org 1. States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. States may also contact contractors directly to begin Participating Addendum process. 2. State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. 3. State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. 4. Contractor signs Participating Addendum and sends back to state for signature. 5. State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.
Step by Step: Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org 1. An email request should be sent to info@naspovaluepoint.org from entity (email may also be sent from contractor). 2. The email needs to provide the following details: main point of contact from entity, full name of entity, phone number, email address and physical address. 3. NASPO ValuePoint will email State Chief Procurement Officer requesting approval for the entity to execute a Participating Addendum. 4. NASPO ValuePoint will email both contractor and entity with the permission from Chief Procurement Official to proceed to complete the Participating Addendum. 5. Entity completes the draft Participating Addendum for contractor and then forwards the draft to the contractor. Negotiations will be handled directly between entity and contractor. Upon agreement, the entity sends a final copy of Participating Addendum to the contractor for signature. 6. Contractor signs Participating Addendum and sends back to entity for signature . 7. Entity sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.
State Executed vs Polysub Executed PA s If a state has executed a Participating Addendum that allows for Political Subdivision s to conduct purchases, NASPO ValuePoint discourages individual entities and contractors from executing a separate or additional Participating Addendum. If a Political Subdivision needs to execute a separate contractual document, that contractual document should be maintained at the political subdivision level. Do not forward to NASPO ValuePoint.
Sample PAs are located on the NASPO ValuePoint Website under each master agreement portfolio. 1. Executed Participating Addendum will be maintained on www.naspovaluepoint.org and in a repository. 2. Participating states and entities will be identified on the map of the USA on each Master Agreement page on www.naspovaluepoint.org 3. The Lead State and NASPO ValuePoint do not get involved with negotiations. 4. Only submit completed and negotiated PA s with signatures from both parties. 5. Submit completed PA s in PDF Format. 6.
QUESTIONS? Contact the Lead State or our NASPO ValuePoint Cooperative Development Coordinators if there are any questions about our expectations! *Ted Fosket NASPO ValuePoint Cooperative Development Coordinator TFosket@NASPOValuePoint.org (907) 723-3360 * NASPO ValuePoint Point of Contact for these Master Agreements.
