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CITY OF NEWPORT, OREGONREQUEST FOR PROPOSALSSECURITY AND FIRE ALARMINSPECTION, TESTING, MONITORING,AND MAINTENANCE SERVICESSUBMIT PROPOSAL TO:Peggy Hawker, City Recorder/Special Projects DirectorCity of Newport169 SW Coast HighwayNewport, Oregon 97365Due Date: July 7, 2021 by 2:00 P.M., PDTRFP – Alarm Services - 20211
CITY OF NEWPORT, OREGONREQUEST FOR PROPOSALSSECURITY AND FIRE ALARMINSPECTION, TESTING, MONITORING, AND MAINTENANCE SERVICESI.BACKGROUNDA.Proposer EntityThe City of Newport (“City”) is seeking a well-qualified organization to submit a proposalto provide security and fire alarm services, including inspection, testing, monitoring,maintenance services, and non-proprietary panel replacement on request, to the City fora period of three years with two additional renewal options of one year each, for a total offive years.B.OverviewThe City of Newport is a prime tourist destination and the population center of the CentralOregon Coast. Newport is the county seat of Lincoln County, and houses the offices ofseveral federal and state agencies, including a major Coast Guard station, Oregon StateUniversity’s Hatfield Marine Science Center, NOAA’s Pacific Marine Operations Center,the Oregon State Police, Oregon DMV, and Oregon Employment Division offices. TheCity is home to the Samaritan Pacific Communities Hospital, and the main campus of theOregon Coast Community College. OCCC is a premier educational institution and uniquein its aquarist program. Its aquarist graduates are working in aquarium and researchfacilities throughout the country. Newport has a population of more than 10,000.The Yaquina River flows into the Pacific Ocean through Newport’s Yaquina Bay. Newportis home to the Oregon Coast Aquarium, one of the country’s premier aquariums. Asubstantial commercial fishing fleet calls Newport home, as do several marine researchvessels and a large number of private boats docked in marinas around the Bayfront.Newport is one of three deep-water ports on the Oregon Coast. Tonnage of shipping issecond behind Coos Bay.Newport has often been described as the most authentic City on the entire Oregon Coast.The City boasts numerous fine shops, restaurants, galleries, lodging establishments, andendless outdoor recreational opportunities.RFP – Alarm Services - 20212
Proximity to Portland and the Willamette Valley provides a strong tourism base, and themid-latitude of Oregon provides moderate rainfall during the winter and spring months,and mild temperatures.II.RFP SPECIFICATIONSA.Goals and ObjectivesThe objective of this RFP is to award a three (3) year contract, with two (2) one-yearrenewal options exercisable at the City’s sole discretion, to an entity that will provide alarmpanel Replacement on request, and routine Inspection, Monitoring, Maintenance andTesting Services - Fire and/or Security for the City, including, but not limited to thefollowing facilities:1. City Hall;2. 60 Activity Center;3. FBO building at the Newport Municipal Airport;4. Airport T-Hangars;5. Water Treatment Plant;6. Wastewater Treatment Plant;7. Library;8. Visual Arts Center;9. Performing Arts Center;10. Main Fire Station;11. Recreation and Aquatic Centers;12. City Shop13. Pump Station – 48th Street;14. Pump Station – 68th Street;15. Pump Station – Big Creek;16. Pump Station – Nye Beach;17. Pump Station – Bayfront.B. Scope of ServicesSchedules for each facility follow:SCHEDULE 1CITY HALL169 SW Coast HighwayA. Non-Proprietary Panel Replacement, at request of cityB. Inspection ServicesRFP – Alarm Services - 20213
C. Monitoring ServicesD. Maintenance ServicesE. Testing ServicesSCHEDULE 260 ACTIVITY CENTER20 SE 2nd StreetA.B.C.D.E.Non-Proprietary Panel Replacement, at request of cityInspection ServicesMonitoring ServicesMaintenance ServicesTesting ServicesSCHEDULE 3AIRPORT BUILDING (FBO)135 SE 84th StreetA.B.C.D.E.Non-Proprietary Panel Replacement, at request of cityInspection ServicesMonitoring ServicesMaintenance ServicesTesting ServicesSCHEDULE 4AIRPORT (T-HANGARS)135 SE 84th StreetA.B.C.D.E.Non-Proprietary Panel Replacement, at request of cityInspection ServicesMonitoring ServicesMaintenance ServicesTesting ServicesSCHEDULE 5WATER TREATMENT PLANT2810 NE Big Creek RoadA.B.C.D.E.Non-Proprietary Panel Replacement, at request of cityInspection ServicesMonitoring ServicesMaintenance ServicesTesting ServicesRFP – Alarm Services - 20214
SCHEDULE 6WASTEWATER TREATMENT PLANT5525 SE 50th PlaceA.B.C.D.E.Non-Proprietary Panel Replacement, at request of cityInspection ServicesMonitoring ServicesMaintenance ServicesTesting ServicesSCHEDULE 7LIBRARY35 NW Nye StreetA.B.C.D.E.Non-Proprietary Panel Replacement, at request of cityInspection ServicesMonitoring ServicesMaintenance ServicesTesting ServicesSCHEDULE 8VISUAL ARTS CENTER777 NW Beach DriveA.B.C.D.E.Non-Proprietary Panel Replacement, at request of cityInspection ServicesMonitoring ServicesMaintenance ServicesTesting ServicesSCHEDULE 9PERFORMING ARTS CENTER777 West Olive StreetA.B.C.D.E.Non-Proprietary Panel Replacement, at request of cityInspection ServicesMonitoring ServicesMaintenance ServicesTesting ServicesRFP – Alarm Services - 20215
SCHEDULE 10MAIN FIRE STATION245 NW 10th StreetA.B.C.D.E.Non-Proprietary Panel Replacement, at request of cityInspection ServicesMonitoring ServicesMaintenance ServicesTesting ServicesSCHEDULE 11RECREATION AND AQUATIC CENTERS225 SE Avery StreetA.B.C.D.E.Non-Proprietary Panel Replacement, at request of cityInspection ServicesMonitoring ServicesMaintenance ServicesTesting ServicesSCHEDULE 12CITY SHOP845 NE 3rd StreetA.B.C.D.E.Non-Proprietary Panel Replacement, at request of cityInspection ServicesMonitoring ServicesMaintenance ServicesTesting Services48thA.B.C.D.E.SCHEDULE 13STREET PUMP STATIONNon-Proprietary Panel Replacement, at request of cityInspection ServicesMonitoring ServicesMaintenance ServicesTesting ServicesRFP – Alarm Services - 20216
68thA.B.C.D.E.SCHEDULE 14STREET PUMP STATIONNon-Proprietary Panel Replacement, at request of cityInspection ServicesMonitoring ServicesMaintenance ServicesTesting ServicesSCHEDULE 15BIG CREEK PUMP STATIONA.B.C.D.E.Non-Proprietary Panel Replacement, at request of cityInspection ServicesMonitoring ServicesMaintenance ServicesTesting ServicesSCHEDULE 16NYE BEACH PUMP STATIONA.B.C.D.E.Non-Proprietary Panel Replacement, at request of cityInspection ServicesMonitoring ServicesMaintenance ServicesTesting ServicesSCHEDULE 17BAYFRONT PUMP STATIONA.B.C.D.E.C.Non-Proprietary Panel Replacement, at request of cityInspection ServicesMonitoring ServicesMaintenance ServicesTesting ServicesEligible ProposersProposals will be accepted only from organizations that:1. Are qualified to conduct business in the State of Oregon and the City ofNewport.RFP – Alarm Services - 20217
2. If a corporation or limited liability company, it is in good standing with theSecretary of State.D.Contract TermThe term of the contract with the successful proposer shall be three (3) years with anoption to extend for up to two additional one-year terms, at City’s sole discretion, takinginto account the factors set forth below. The proposer shall state if it is willing to grant theCity the option to extend any contract awarded hereunder for two additional periods ofone year each, under the same prices, terms, and conditions. Contract extension will becontingent upon the availability of funds; contractor’s continuing compliance withapplicable federal, state, and local government legislation; and an evaluation indicatingthe contractor’s successful performance of the contract. Where tasks are to be performedannually; twice annually, or four times annually, City will cooperate to accommodateproposer staffing resources and minimize scheduling conflicts. These tasks shall bescheduled so as to occur in evenly spaced intervals throughout the year. Cooperation andaccommodation are at the sole discretion of the City.E.Preliminary ScheduleEventDateRelease of Request for ProposalsPre-Proposal Conference and TourProposals DueProposal Award DateContractor Begins WorkF.June 4, 2021June 23, 2021 @ 1:00 P.M.July 7, 2021 @ 2:00 P.M.July 19, 2021Immediately After Award and Executionof ContractMandatory Pre-Proposal ConferenceA mandatory Pre-Proposal Conference and Tour has been scheduled to answerquestions about this RFP on Wednesday, June 23, 2021, at 1:00 P.M., at:City of Newport City HallCity Council Chambers169 SW Coast HighwayNewport, Oregon r@newportoregon.gov to confirm your attendance.ore-mail:At this conference, City staff will review the RFP document and respond to questionsregarding requirements of the RFP. Following the review of the RFP and response toRFP – Alarm Services - 20218
questions, the City will take potential proposers on a tour of the facilities included in theRFP. The City of Newport does not discriminate based on disability and, upon request,will provide reasonable accommodations to ensure equal access to its programs,services, and activities. Please contact the City at least 72 hours in advance to requestan accommodation.G.Deadline for Submission of ProposalsThe proposal must be sent electronically to p.hawker@newportoregon.gov. The deadlineis for submission of proposals is 2:00 P.M., PDT, on Wednesday, July 7, 2021.Timely submission of proposals is the sole responsibility of the proposer. The Cityreserves the right to determine the timeliness of all submissions. Late proposals will notbe accepted. All proposals received after the deadline will be returned unopened.H.Proposal RequirementsThe following outlines the proposal requirements. Submission of a proposal pursuant tothis RFP constitutes acknowledgement and acceptance of the terms and conditions setforth herein, ORS 279, and those required under City’s Public Contracting Rules 2012(located on City’s webpage, under Administration, City Recorder).Proposals are limitedto a total of fifteen pages. The RFP will be incorporated into any resulting Contract withthe successful proposer, along with any terms of the accepted proposal which are not inconflict therewith, as well as provisions which are permissible matters for negotiation, asset forth herein. The contents of the proposal submitted by the successful proposer maybecome contractual obligations if a Contract is awarded.A sample Contract, is attached hereto as Exhibit A, and by this reference, incorporatedherein. In the event of a conflict between the provisions of applicable law, applicable CityPublic Contracting Rules 2012, this Request for Proposals, and the successful proposal,the order of precedence shall be as set forth in this sentence.Failure of the successful proposer to accept these obligations may result in cancellationof the award. The City reserves the right to withdraw this RFP at any time without priornotice. All proposals submitted in response to the RFP become the property of the Cityand will be a public record after the selection process is completed. Each proposal mustcontain the following:Each proposal should include the following basic components and information: A cover letter must be submitted with the proposal. The cover letter should belimited to one page and must include the company name, company address, andthe name, telephone number, fax number, and e-mail address of the person(s)RFP – Alarm Services - 20219
authorized to represent the firm on all matters relating to the RFP and any contractawarded pursuant to this RFP. A person authorized to bind the proposer to allcommitments made in the proposal must sign the letter. A brief description of the individual and/or firm’s experience with providing securityand fire alarm inspection, testing, monitoring, and maintenance service toinstitutional or commercial customers. A description of the firm’s capability in providing the service(s) as described in thescope of work. A fee schedule for all items, except the panel replacements, listed in the scope ofwork. Information regarding insurance coverage. The name and contact information for the primary contact person. Other information that may assist the City in making its selection. Each proposer shall also furnish a list of at least three commercial or municipalreferences, within the last five years, including names, addresses, phone numbers,and principal contacts in which the proposer has provided similar services. Bysubmitting a proposal, a proposer consents to City contacting listed references, aswell as parties with whom proposer has previously contracted. The results of thosecontacts will be considered by City in its evaluation of proposer’s proposal, andprovided herein.I.Proposal Evaluation and Selection ProcessProposals will be evaluated based upon the following categories, including referencesand information from entities or persons with whom Proposer has entered into contract(s)within the last five years. Proposals will be scored, and ranked. No single category isdeterminative, or entitled to greater weight in the evaluation process than any other. Theproposal selected as the successful proposal will be determined by the highest point total,based on the categories below. The successful proposal may be eligible for negotiationas to the matters, if any, which are identified as suitable for negotiation in this RFP.Proposer qualifications, experience, and demonstratedability, including references and contacts with previouscontracting partiesRFP – Alarm Services - 202140 points10
Quality and responsiveness of proposal to the Goalsand Objectives and Scope of Service detailed in thisRFPCost reasonableness, appropriateness, and necessityas compared to all other proposals to provide theservices proposed within the City’s annual budget andother leveraged moniesJ.30 points30 pointsCONTRACT AWARD PROCESSThe City Council may accept or reject the recommendation of the staff as to the successfulproposer, cancelation of the procurement, or related matters.The successful proposer that is selected to perform the services outlined in this RFP shallenter into a contract, approved by the City Attorney, directly with the City of Newport,within thirty (30) days of the Notice of Intent to Award Contract, or such later date asdetermined by the City Council.The City reserves the right to verify the information received in the proposal. If theproposer knowingly and willfully submits false information or data, the City reserves theright to reject that proposal. If it is determined that a contract was awarded or entered intobecause of false statements, or other incorrect data submitted in response to this RFP,the City reserves the right to terminate the contract, without penalty therefor, and with allrights reserved.III.GENERAL RFP AND CITY CONTRACT INFORMATIONThe following terms and conditions apply to the agreement entered into between thesuccessful proposer and the City of Newport:A.BudgetTotal expenditures under this contract shall not exceed the amount budgeted by City. Inany event, the City provides no assurance that the total amount budgeted by City will beagreed to by City in its award of contract. However, in the event City requires additionalservices beyond those agreed to by the parties in the contract, such services will bereduced to writing as an amendment to the contract.B.Laws and PoliciesRFP – Alarm Services - 202111
In the performance of the work, the selected successful proposer shall abide by andconform to all applicable laws and rules of the United States, State of Oregon, and theCity of Newport.C.Costs Incurred by ProposersAll costs of proposal preparation shall be the responsibility of the proposer. The City shallnot, in any event, be liable for any pre-contractual expenses incurred by proposers in thepreparation and/or submission of the proposals. Proposals shall not include any suchexpenses as part of the proposed budget.D.General City ReservationsCity reserves the right to extend the submission deadline should this be in the best interestof the City. Proposers have the right to revise their proposals in the event that the deadlineis extended.The City reserves the right to withdraw this RFP at any time, and will notify proposers thatthe solicitation has been canceled. The City makes no representation that any contractwill be awarded to any proposer responding to the RFP. The City reserves the right toreject any or all submissions.If in City’s judgment, an inadequate number of proposals are received or the proposalsreceived are deemed non-responsive, not qualified, or not cost effective, the City may, atits sole discretion, reissue the RFP, or execute a contract with the next highest rankedproposer, or to cancel this solicitation, all subject to compliance with applicable laws andthe City’s public contracting rules.City reserves the right, subject to the City’s public contracting rules and applicablestatutes, to reject any and all proposals and to waive any minor informality when to do sowould be advantageous to the City.E.TerminationAny contract awarded pursuant to this RFP may be terminated by the City, with or withoutcause, upon 30 days prior written notification by the City to the successful proposer.F.Proposer’s Contact for InformationProposers may contact Peggy Hawker, City Recorder/Special Projects Director, with anyquestions regarding the scope of work of this RFP at:RFP – Alarm Services - 202112
Peggy Hawker, City Recorder/Special Projects DirectorCity of Newport169 SW Coast HighwayNewport, Oregon ine for Submission of ProposalsThe proposals must be received by 2:00 P.M., PDT, on Wednesday, July 7, 2021.Proposals must be submitted electronically to p.hawker@newportoregon.gov, with “RFPFOR ALARM SERVICES” in the subject line.Timely submission of proposals is the sole responsibility of the proposer. The Cityreserves the right to determine the timeliness of all submissions. Late proposals will notbe accepted. All proposals received after the deadline will not be considered.H.General City ReservationsAll work shall be performed during regular business hours unless an exception has beenauthorized.Any building keys provided to the contractor remain City property and may not beduplicated without written approval by the City. Keys shall be returned to City on demand.If the contractor loses a key, the contractor shall be responsible for replacing all locks thatthe lost key opened.RFP – Alarm Services - 202113
EXHIBIT ACITY OF NEWPORT, OREGONDRAFT PERSONAL SERVICES AGREEMENTTHIS AGREEMENT is between the City of Newport, an Oregon municipal corporation(City), and (Contractor). This Agreement shall be effective when signedand dated by an authorized representative of each party.RECITALSA. Contractor has the training, ability, knowledge, and experience to provide servicesdesired by the City.B. City has selected Contractor to provide services under its public contracting rules.TERMS OF AGREEMENT1. SERVICES TO BE PROVIDEDContractor shall provide the services described in attached Exhibit A to this Agreement.To the extent there are any inconsistencies or conflicts between this Agreement and theattached Exhibit A, this Agreement shall control and prevail.2. TERMThe term of this Agreement shall be year(s) with an option to extend for up toadditional -year terms, at City’s sole discretion. This Agreement shall expire, unlessotherwise terminated or extended, on .3. COMPENSATIONContractor shall be compensated as described in attached Exhibit A to this Agreement.4. ASSIGNMENT / DELEGATIONNeither party shall assign or transfer any interest in or duty under this Agreement withoutthe written consent of the other.5. STATUS OF CONTRACTOR AS INDEPENDENT CONTRACTORContractor certifies that:RFP – Alarm Services - 202114
A.Contractor acknowledges that Contractor is an independent contractor as definedby ORS 670.600 and not an employee of City, shall not be entitled to
Each proposal should include the following basic components and information: A cover letter must be submitted with the proposal. The cover letter should be limited to one page and must include the company name, company add
