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Alarm Panel Monitoring Request for ProposalsMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Alarm Panel Monitoring RFP DATE: March 1, 2012 Dubuque bierd All-America City 1 2007 Information Services Manager Chris Kohlmann recommends City Council approval to release the Alarm Monitoring RFP for distribution. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Chris Kohlmann, Information Services Manager Mark Murphy, Emergency Communications Manager Masterpiece on the Mississippi TO Michael C Van Milligen, City Manager FROM Chris Kohlmann, Information Services Manager DATE March 1, 2012 SUBJECT Alarm Panel Monitoring RFP Dubuque AU- America City 11 1111 2007 BACKGROUND Over the past several months I have been working with Emergency Communications Manager Mark Murphy in compiling a Request for Proposal for alarm monitoring equipment as part of a plan to move this activity from private monitoring and out - sourced services to in -house provided services DISCUSSION Details of the request can be found in the memo from Mark Murphy along with the content of the RFP and appendices RECOMMENDATION I would respectfully request that this RFP be released for distribution Prepared by Chris Kohlmann cc Mark Murphy, Emergency Communications manager THE CITY OF DUBtJE MEMORANDUM Masterpiece on the Mississippi January 6, 2012 TO: Michael C. Van Milligen, City Manager FR: Mark Murphy, Emergency Communications Manager RE: Alarm Monitoring RFP INTRODUCTION: The purpose of the memorandum is to request authorization to distribute a Request for Proposal (RFP) to seek qualified companies interested in providing equipment for Alarm Monitoring to be done at the Dubuque Communications Center. BACKGROUND: Many years ago the Communication Center monitored burglar and fire alarms in the Dubuque area. The equipment became aged and was not replaced. The Communication Center now receives these alarms though private vendors who receive the information from premises and then calls the Dubuque Communications Center. In going though private companies, there is a delay to getting the appropriate units responding. DISCUSSION: The Communications Center will now start monitoring alarms for all City Owned and County Owned buildings. These alarms will come directly to the Communications Center. The dispatchers will then be able to get appropriate units (Police and /or Fire) on scene quicker because they will receive the alarms directly from the buildings. The tentative schedule for the Alarm Panel RFP is as follows: Event Date(s) RFP Issue to Vendors March 6, 2012 Pre -Bid Review of RFP March 16, 2012 RFP Response Due April 2, 2012 Recommendation and Decision on Successful vendor April 20, 2012 Installation Begins May 1, 2012 Implementation Completed June 1, 2012 I would recommend a team of Chris Kohlmann; IS, Stacey Moore; IS, Steve Hahlen; Dubuque County Building Manager, Ken Tekippe or designee; Finance , a dispatcher and myself review the proposals. This item is budgeted in the current fiscal year for $42,000. ACTION REQUESTED: I respectfully request the City Council to approve the distribution of the Request for Proposal (RFP) for the Alarm Panel System. City of Dubuque, Iowa Alarm Panel System Request for Proposal INTRODUCTION The City of Dubuque, Iowa is soliciting proposals for an alarm panel system and monitoring tools. The City of Dubuque is seeking proposals to provide alarm panel services that will meet the needs of its agencies for current and future alarm connections. The scope of services and equipment contained in this RFP are to include providing and maintaining alarm panel receiving equipment and the installation and removal of private alarm subscribers from the alarm equipment. The City will monitor the alarm equipment, keep the necessary alarm records, and dispatch the appropriate emergency personnel to active alarm signals. BACKGROUND The City operates a centralized Emergency Communications Center which is the answering point for all emergency and nonemergency calls requesting Ambulances, Fire and Law Enforcement for the residents of and visitors to City of Dubuque and Dubuque County. The Emergency Communications Center is also the afterhours answering point for most city services. The Communications Center is responsible for all the 911 phone and radio equipment used in Dubuque County. Service is provided 24 hours a day, 7 days a week. Emergency Communications Center call volumes were 218,036 in Fiscal Year 2010 (July 1,2009 — June 30, 2010) CAD software from Emergitech CAD is used to automate call taking, dispatching and the tracking of emergency vehicle resources. This software is under consideration for replacement. Many years ago the Communication Center monitored burglar and fire alarms in the Dubuque area. The equipment became aged and was not replaced. The Communication Center now receives these alarms though private vendors who receive the information from premises and then calls the Emergency Communications Center. In going though private companies, there is a delay to getting the appropriate units responding. The City uses the services of various vendors to monitor, support and maintain their alarm systems. Specifically, the City has 24 sites and County has 3 locations to be Alarm Panel RFP Page 1 covered on this RFP that have a variety of burglar, fire, and other alarm monitoring services referred to and referenced through this RFP as "Alarm sites." See Exhibit A for details of each site. The City is interested in hosting the alarm panel in the Emergency Communications Center having one alarm vendor maintain and service the panel along with connectivity and services to all City sites. The Emergency Communications center is located within the Dubuque Law Enforcement Center located at 770 Iowa Street. COMMUNITY PROFILE The City of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent to Illinois and Wisconsin. The City is approximately 31 square miles in area, with a population of approximately 60,000. The City's annual budget is over $168 million and the City provides a full range of services. The community has a stable and diversified manufacturing base and a growing service sector. Dubuque is the major retail, medical, educational and employment center for the Tri -State area. Tourism continues to be a major economic force in the community. City government continues to work in collaboration with the private sector to promote economic development Overview of the City's Computing Environment The City currently maintains a 4 year replacement cycle on all personal computers and a 3 year replacement cycle on all servers. Dell is currently the City's preferred desktop and laptop provider for personal computers. HP /Compaq is the preferred vendor for servers. CX3 -40 EMC storage area network is currently deployed with upgrade occurring to EMC VNX5300. There are few desktop printers utilized in the City and instead 62 multifunction printer- copier- scanner -fax machines are located throughout the City in all departments. All users initially login to the City's local network with a secure login and password utilizing a Novell login. Connectivity to the desktop is minimally at a speed of 100M full duplex with some users at 1000M full duplex. The City hosts its own e-mail system utilizing Novell Groupwise. All inbound e-mail is filtered via Google's Postini. Blackberry Enterprise Server is utilized for e-mail integration with Blackberry smartphones. Alarm Panel RFP Page 2 Novell servers are primarily used for e-mail, file and print sharing and application deployment. Windows servers are utilized for most other application and data functionality. A Gigabit network backbone exists between almost all City facilities. Cisco, Garretcom and Foundry network switches are utilized throughout the City to achieve connectivity. 10M Ethernet over copper provide internet connectivity to the City's ISP. Sophos is used for virus detection and removal with Websense used for web filtering. Internet and Telephone Services Internet services are provided through Lightedge from Des Moines, IA. The bandwidth is 1 OM Ethernet over copper. The City receives telephone services through 2 PRI circuits provided by PaeteclWindstream Communications. The City deploys a Shoretel telephone system to all City departments — see Appendix B Shoretel Information for Licensing and Switch information. Analog POTS lines not provided through Shoretel are provided through CenturyLink (Qwest.) The Emergency Communications Center and Dubuque Law Enforcement Center telephone systems are managed by Dubuque County and are primarily Centrex type services for each phone through CenturyLink (Qwest.) The vendor is responsible for verification of all system resources and operating system, database and communications software if they will be specifying a system that is dependent on a specific feature of the City's current computing environment. Proposal Document Submission Vendors should be careful to completely read the requirements and description of this proposal. All inquiries concerning this RFP should be submitted in writing via e-mail to Chris Kohlmann, Information Services Manager at: ckohlmanCa?citvofdubuque.orq In this document the term "City" will be used interchangeably with "City of Dubuque." Both reference the same entity. The timeline for this proposal is as follows: Timeline Alarm Panel RFP Page 3 Event Date(s) RFP Issue to Vendors March 6, 2012 Pre -Bid Review of RFP March 16, 2012 RFP Response Due April 2, 2012 Recommendation and Decision on Successful vendor April 20, 2012 Installation Begins May 1, 2012 Implementation Completed June 1, 2012 Proposals (a printed original and 1 CD containing the information from the proposal) must be received by 3:00 pm on Monday, April 2, 2012 in the City Clerk's Office located at City Hall, 50 W. 13th Street, Dubuque, IA 52001. Vendors should insure that their proposals arrive at the correct location on or before the stated deadline. Late proposals or proposals delivered to the incorrect location will not be considered and will automatically be disqualified from further consideration. Proposals shall be submitted in sealed packages marked "Alarm Panel System Proposal." Costs should be included in a separate envelope labeled "Costs for Alarm Panel System Proposal." As an alternative, vendors are invited and encouraged to submit their proposals electronically via the City's ftp site. If your organization would be interested in doing such, please contact Chris Kohlmann via e-mail at ckohlman(5 cityofdubuque.orq no later than 5:OOpm Monday March 27, 2012 to receive submittal and access information for the ftp site. Deadlines for electronic or paper submittals are the same. It is anticipated that a contract for services will be awarded on or about April 20, 2012. All proposal information should be contained in the written material submitted. Oral presentations will not be permitted. Vendors should be aware that the successful vendor will be required to agree to all representations, commitments, and warranties presented in their proposal. The order Alarm Panel RFP Page 4 of precedence of the contract shall be: proposer's signed contract, written response to follow -up questions, addenda, response to the RFP, and the RFP itself. The written response to follow -up questions, addenda, response to the RFP, and the RFP itself will become appendices to the main signed contract. Pre- Proposal Meeting An optional Vendor — Pre - proposal Meeting will be held on Friday March 16, 2012 from 3:OOpm — 4:30pm in Conference Room II City Hall Annex 1300 Main, Dubuque, IA. Access via conference phone will also be available for those wishing to not attend in person. Please contact Chris Kohlmann at 563 -589 -4281 or ckohlman(a)citvofdubuque.orq to receive dial -in instructions if you wish to attend by conference call. The purpose of this meeting is to review the RFP, clarify any points and respond to questions regarding the RFP. Addenda Addenda are any graphic or written instruments issued by the City of Dubuque prior to the date for receipt of proposals which modify or interpret this document by additions, deletions, clarifications, or corrections. Addenda will be e- mailed to all who are known to have received documents and posted on the City's website. No addenda will be issued later than March 23, 2012 except an addendum postponing or withdrawing the request for proposal. Exceptions Exceptions to any part of the requirements stated in this request must be clearly identified as exceptions in the submitted proposal under Section "H. Exceptions." Proposal Withdrawals and Rejections All requests to withdraw or resubmit a proposal must be made in writing to the City of Dubuque any time prior to the time of the proposal opening. No proposer may withdraw a proposal within 60 days after the actual date of the opening thereof. The City reserves the right to reject any or all proposals, waive or not to waive any irregularities therein, and to accept the proposal(s) considered to be in the best interest of the City. Proposal Clarification Questions Alarm Panel RFP Page 5 After reviewing all proposals received in response to this RFP, the City of Dubuque may develop a list of clarification questions to be addressed by the Vendor. The City of Dubuque will send these questions to the Vendor for clarification. The Vendor shall provide a response to the City within five (5) working days following receipt of the inquiry. Scope of Services Minimum Requirements 1. Be installed at all (4) dispatch positions within the City's Communication Center and all (2) positions at the backup Communications Center. The system should also be capable of remote monitoring at remote locations yet to be determined. 2. Provide an audible, visual, and printed alarm signal for each alarm change of status. As a minimum, alarm status shall include burglar, fire, trouble, and secure. The system must have the ability to shunt and system disable individual alarms. All alarm telephone circuits shall be equipped with line supervision and shall cause the alarm- receiving panel to indicate trouble should these circuits be opened or shorted. Alarm subscriber identification numbers shall be a minimum of three (3) digits. 3. Allow for a multiple alarm acknowledgement function with a single key stroke when (2) or more alarms are received all at the same time. This feature saves the operator much time during a major power failure, such as during a thunderstorm. 4. Have the ability to print subscriber reports, signal received reports, status reports -- test mode including any notes attached to an individual alarm circuit. The system should also support the automatic printing of these reports if needed. 5. Have the ability to monitor all Alarm Sites through wireless connections. Vendor Equipment Specifications 1. The vendor must provide 24 hour, 7 day a week, and repair service for all the equipment it is supplying. The vendor must be able to provide qualified repair personnel to the City within two hours of a call for service. 2. The City may call collect, or charge back, any long distance telephone calls made to the alarm vendor or for service related issues or for alarm installation or removal purposes. Alarm Panel RFP Page 6 3. Alarm equipment supplied must be UL listed for function. 4. The vendor must submit with the proposal proof that the vendor is certified and licensed to operate in the State of Iowa, and prove that the vendor has successfully installed and maintained similar municipal systems (list agency contact names and phone numbers on the form provided). 5. The vendor must guarantee to keep a kit of all direct connect alarm board replacement parts including, but not limited to, a full additional alarm board power supply, display and logic boards, interface cards, printer, nest controller cards, computers, and subscriber cards at the City's location. In addition, any and all other consumable supplies (paper, ribbons, etc.) must be made available at the City within twenty -four hours of notification. 6. With the implementation of alarm signals received by radio, the vendor must also include similar spare parts such as, but not necessarily limited to, a spare radio receiver, network controller, printer, programmer, interface cards, etc. 7. Each alarm panel, or system if so designed, shall provide a high speed, quiet, printer that records each change of status on the panel and shall have a motor that runs only when those changes take place. 8. Each alarm printer shall print the date, time, alarm number, and type of alarm when activated by any changes in alarm status. 9. The direct connect alarm panel shall provide a large display including the subscriber identification number, date /time of the alarm, occupancy name, alarm address, alarm zone, and the type of alarm being received. 10.The system will be able to connect alarms automatically to the City's CAD system. Each alarm panel, or system, shall provide for a manual acknowledgement function to be made accessible to at least (4) dispatch positions in the communication center. In the event the CAD computer should be down or the interface turned off, each alarm panel shall automatically revert to the manual acknowledge function. 11.The vendor shall provide a key switch with each alarm board capable of turning on or off the interface(s) to the CAD system. Dispatch center personnel may use these switch(es) to disengage this function during periods of poor weather conditions or local power failures. Alarm Panel RFP Page 7 12. Each alarm panel and nest shall be capable of receiving a minimum of 999 alarm positions using the smallest amount of floor space ( "foot print ") possible. 13. Each alarm panel must provide for a disable and enable function and must cause the printer to print when accounts are manually changed either service in or out. 14. Each alarm panel must have the capability to test all functions and show the City personnel all functions are operating properly. 15.The communication center alarm panel must be installed within the current configuration of the dispatch consoles. 16.AII installations shall follow NEC, NFPA, EIA /TIA and local fire /building codes. NFPA 72 (2010), the National Fire Alarm Code, Chapters 23 and 26, has the code requirements for fire alarm monitoring systems. ANSI /UL 864 (the most recent edition was released in December of 2008), the Standard for Control Units and Accessories for Fire Alarm Systems, establishes the testing standard for DACTs, DACRs, and other accessories for the monitoring system 17.The alarm vendor shall supply adequate lightning protection and proper grounding to all of its equipment. 18.AII alarm equipment supplied shall operate for a period of no less than 8 hours from its own internal back -up battery power supply. The vendor shall replace these internal batteries at least once every three years, or sooner, should they become defective. 19.The vendor shall allow all subscribers approved by the City the authority to connect their alarm signals to an alarm panel in the City regardless of the alarm vendor that is supplying the subscriber's premise alarm equipment or services. 20.The successful vendor must agree to accept system responsibility for the installation and operation of any equipment they are providing, and the installation or transferring of any telephone circuits that may be required to complete the project. This must be completed without interruption of service to the current alarm subscribers and without cost to the City. 21.The successful vendor agrees to notify each alarm subscriber via Certified U.S. Mail at least (7) day's prior if the changeover of equipment shall cause the downtime of monitoring an alarm for a period of more than (120) seconds. Every subscriber shall receive substantial warning that their alarm may not be Alarm Panel RFP Page 8 monitored and public safety responses affected while the alarm equipment is being changed. 22.The successful vendor must agree to provide the initial training required to instruct the City personnel on the use of the equipment installed, and must supply manuals and instructional material for periodic training that the City will need from time to time. 23.AII vendors must supply with their proposal a time schedule that will be required to complete the installation and how they plan to complete the installation, including equipment procurement, equipment installations, re- termination of telephone circuits, and the testing of the complete system. 24.The successful vendor must agree to provide the initial transfer of all existing subscribers currently monitored by the City to the new equipment at no charge to the City or the subscribers. 25.The successful vendor will provide burglar, fire, and other alarm protection to the following City and County Buildings listed in Appendix A. Implementation of Contract During the implementation of the project the contractor is to coordinate closely with the City to reduce inconveniences to City staff. The E911 networked system must not be interrupted except with explicit coordination with the 911 Supervisor. Any approved interrupted services must be kept to a minimum. Each vendor is requested to present all of their system's options so that the City can select the options, which will best meet the needs of the City. Additional Terms and Conditions 1. Proposers may attach separate sheets to the proposal for the purpose of explanation, exception, alternate proposal and to cover unit prices, if needed. 2. In submitting this proposal, the proposer further declares that the only person or party interested in the proposal as principals are those named herein, and that the proposal is made without collusion with any other person, firm or corporation. 3. The proposer further understands and agrees that if their proposal is accepted, the individual /company is to furnish and provide all necessary materials and /or equipment and other means to do all of the work and to furnish all of the materials specified in the contract, except such materials as are to be furnished Alarm Panel RFP Page 9 by the owner (City), in the manner and at the time therein prescribed, and in accordance with the requirements therein set forth. 4. The proposer further agrees to execute all documents within this Proposal Package, obtain a Certificate of Insurance as shown in Appendix C for this work and present all of these documents to the City within fifteen (15) days after the receipt of the Notice of Award and the Contract by the company. 5. The proposer further agrees to begin work not later than ten (10) days after receipt of the Notice to Proceed, unless otherwise provided, and to execute the work in such a manner and with sufficient materials, equipment and labor. 6. By submitting a proposal, the proposer understands and agrees that, if the proposal is accepted, and the proposer fails to enter into a contract forthwith, the company shall be liable to the City for any damages the City may thereby suffer. 7. The City reserves the right to request clarification of information submitted and request additional information as needed. 8. The requirements of this RFP will be included in the contract with the selected firm. Negotiations The City reserves the right to negotiate specifications, terms, and conditions which may be necessary or appropriate to the accomplishment of the purpose of the RFP. The City may require the entire proposal be made an integral part of the resulting contract. This implies that all responses, supplemental information, and other submissions provided by the offeror during discussions or negotiations will be held by the City as contractually binding on the successful offeror. Incurred Costs The City will not be liable in any way for any costs incurred by respondents in replying to this RFP. Contractor agrees to comply with all laws, ordinances, and rules of the City and the State of Iowa. Contractor Responsibilities The selected Contractor will be required to assume responsibility for all services offered in this proposal. The City will consider the selected Contractor to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. Alarm Panel RFP Page 10 Default The contract may be canceled or annulled by the City in whole or in part by written notice of default to the Contractor upon nonperformance or violation of contract terms. An award may be made to another offeror with services similar to those so terminated. Failure of the Contractor to deliver services within the time stipulated on his offer, unless extended in writing by the City, shall constitute contract default. Evaluation of Proposals and Selection The proposals received will be evaluated by the City on the basis of professional qualifications, previous experience on similar projects, key personnel assigned to the project, satisfaction of previous clients on work performed for them, current billing rates of the firm, and the proposal that best meets the needs of the City. Selection will not be based solely on price but services offered for the price presented. This proposal is not intended to be detailed; it is intended to be an expression of interest in providing services for the project, as well as to provide background information on the firm and its professional qualifications. Firms will be contacted during the evaluation if further information is needed. The City may choose to interview one or more firms before final selection is made. City staff will perform an evaluation of the proposals received. The City will review proposals based on the following criteria: 1) Compliance with RFP. Adherence to all conditions and requirements of the RFP. 2) Understanding of the Project. The offeror's understanding of the engagement, the City's objectives, and the nature and scope of the work involved. 3) Services to be Provided. The exact type and nature of the offeror's proposed services and how they accomplish the objectives of the project. 4) Qualifications of the Offeror. The offeror's capability in all respects to perform fully all contract requirements, and the reliability which will assure good faith performance. 5) The experience of the firm and its record on projects of a similar nature. 6) Personnel to be assigned to the project, their education, qualifications, and experience on similar projects. Alarm Panel RFP Page 11 7) The availability of necessary personnel and other resources to successfully complete the project specified herein on a timely basis. 8) Costs. Proposed contract price. 9) Ability, capacity and skill to fulfill the contract as specified. 10) Ability to supply the parts and perform repairs within stated deadlines and/ or within the time specified, without delay or interference. 11 }Quality of performance on previous contracts. 12) Ability to provide future maintenance and service under the contract. 13)Number and scope of exceptions and conditions attached to the proposal. This Request for Proposal does not commit the City to award a contract, to pay any costs incurred in the preparation of a proposal based on this request, or to procure or contract for services. All proposals submitted in response to this Request for Proposal become the property of the City. The City reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with qualified consultants, or to cancel in part or in its entirety the Request for Proposal, if it is in the best interest of the City to do so. Alarm Panel RFP Page 12 PROPOSAL RESPONSE Format of the Proposal Response In order to simplify the review process and to obtain the maximum degree of comparability, the proposal shall include the following items and be organized in the manner specified on the following pages. A. Letter of Transmittal A letter of transmittal briefly outlining the vendor's /proposer's understanding of the work shall be submitted. The transmittal letter should also include general information regarding the firm and individuals involved. B. Profile of the Firm 1. Company Name 2. Legal Name (if different) 3. Years in Business 4. Number of years installing systems similar to this proposal 5. Number of sites currently installed using the proposed software 6. Contact Person 7. Full Mailing Address 8. Telephone Number 9. FAX Number 10. E -mail and web site address 11. Number of full -time employees 12. Number of technical /support personnel 13. Number and location of training sites within 300 miles offering training on the proposed products. C. SIGNATURE The undersigned certifies he /she is authorized to obligate the represented firm and further agrees with all terms, conditions, and requirements of the City of Dubuque's Request for Proposal. Firm Name Address Phone Alarm Panel RFP Page 13 Signature Title Date Contract Addenda Received (if any) D. References To be a qualified proposer, the vendor must include three (3) references with similar Alarm Panel Monitoring systems installed in your proposal response. Preference will be given to vendors with references for implementations at organizations most similar to the City. References will be contacted - please verify information before submitting. Information to be included in the reference is: Organization Name Address Type of Business Contact Person Telephone and Fax #s Secondary Contact Person Secondary Contact phone and Fax #s Dates of Installation Description of system E. Project Scope and Requirements Please respond to the following section in paragraph or outline form. If desired - use diagrams to explain the approach to the solution as well as the timeline. Project Approach Project Timeline Alarm Panel RFP Page 14 List any terms and conditions which may apply to this contract and are not included in this RFP. F. Equipment and Software List the equipment and configuration of the system that you will be supplying G. Additional Information and Comments Include any other information you believe to be pertinent but not specifically mentioned elsewhere. H. Proposal Exceptions Please note any exceptions to any portion of the RFP that your response or firm can not honor. I. Proposal Costs In a separate sealed envelope (or folder if submitting electronically) labeled "Alarm Panel Costs" Include: All equipment costs All software costs All Labor Costs All Shipping Costs All Travel Costs Any additional on -time fees and costs Current Year and Projected 5 Year equipment maintenance costs Current Year and Projected 5 Year software maintenance fees Current Year and Projected 5 Year fees for any additional annually recurring costs Alarm Panel RFP Page 15 Appendix A Building Alarms Alarm Panel RFP Page 16 City Buildings Location Alarm Type Alarm Make Alm Mod Monitored by Annual Cost CN Bunker Hill Pro Shop Burglar Ademko Vista 500P Security Pro 420 / yr Yes Park and Rec Office Honeywell Vista 50 Security Pro 408 / yr Yes City Hall Fire and Burg Simplex 4004 Simplex $735/yr Yes Boiler- Site Verification of alarms necessary Water bugs City Hall Annex Fire and Burg Honeywell Vista 100 Security Produc $540 /yr Yes Boiler- Site Verification of alarms necessary Water Bugs City Landfill Main Burglar FBI XL -2T Security Pro $288/yr No Scale House Burglar FBI XL1218 Security Pro No Carnegie -Stout Public Library Fire Honeywell Notifier NFS2- 640/E Security Pro $396/yr Yes Carnegie -Stout Public Library Burglar Galaxy Control Systems 508i Former Housing 18th /Centr, Fire Simplex 2001 Simplex $540 /yr Historic Federal Building Fire Simplex 4100U Per Mar $585.48/yr also monitors elevator Yes Boiler /water bugs Ademko Vista 123 FB Per Mar The Jule Fire and Burg Honeywell Vista 50 Security Pro 468 /yr for monitoring and 452/yr for service Yes MSC Fire /Burg Lenel 100 Emergency 24 $320 /yr Yes Old City Garage Fire Honeywell Vista 100 Security Pro No Port of Dubuque Lot E 5th Burg Honeywell Vista 128BP Security Pro $180 /yr Yes Parking Ramp 830 Bluff Burglar Honeywell Vista 128BP Security Pro $180 /yr Yes Parking Ramp 701 Iowa Burglar Honeywell Vista 128BP Security Pro $180 /yr Yes Parking Ramp 501 Iowa Burglar Honeywell Vista 128BP Security Pro $180 /yr Yes Parking Ramp 100 W 4th st Burglar Honeywell Vista 128BP Security Pro $180 /yr Yes Parking Ramp 830 Bluff Basem' Burglar Honeywell Vista 128BP Security Pro $180 /yr Yes Port of Dubuque Ramp 351 Fire /Elevator Simplex 4010 Simplex $952/yr Yes Ramp at 975 Central Burglar Honeywell Vista 128BP Security Pro $180 /yr Yes Multi Cultural Family Center Fire /Burg Honeywell Notifier NFW2 -10C Symplex $375/yr Yes Water Plant Monitor own alarms Simplex 4100U Security Pro Water & Resource Recovery Cente Fire Simplex 4100U New system with new plant Julien Care Facility Elevator Kone pending Not currently in use Airport Private or Airport monitored Training Center Burg ABC Supply 10 S Main St Simplex 4006 none yet County Buildings Location Alarm Type Alarm Make Alm Mod Monitored by Annual Cost CN Court House Fire Simplex 4002 Simplex /grin $300.00 /year Sunnycrest Manor Fire Simplex 4100U Security Pro Dialer FBI! XL -2T Julien Care Facility Fire Unavailable x x x x Appendix B Shoretel Information Alarm Panel RFP Page 17 ShoreWare Director Page 1 of 1 Build 14.41.1108.0 Logoff Chris Kohlmann Administration • Users... o Individual Users o User Groups o Class of Service o Anonymous Telephones o Extension Lists o Batch Update Utility o CaII Handling Mode Defaults... • Trunks... • IP Phones... • Switches... o Primary o Spare • Call Control... • Voice Mail... • Auto - Attendant Menus • Workgroups • Schedules • Call Manager... • System Directory • Application Servers • Conference Bridges • IM Servers • Sites • System Parameters... o Dialing Plan o Digit Translation Tables o System Extensions o SNMP o BOOTP Server o Other o Languages License Requirements License Requirement List License Registration Request License Keys I Name Keyed Licenses: ShoreWare System License (Enterprise Edition) ShoreWare Additional Site License ShoreWare Extension License ShoreWare Mailbox License ShoreWare SoftPhone License ShoreWare Additional Language License ShoreWare Remote Web Reporting License ShoreWare Mobile Call Manager License ShoreWare SIP Phone License ShoreWare SIP Trunk License ShoreWare Standard Resolution Video License ShoreWare High Resolution Video License ShoreWare Operator Call Manager License ShoreWare Professional Call Manager License ShoreWare Workgroup Agent Call Manager License ShoreWare Workgroup Supervisor Call Manager License Self- audited Licenses: ShoreWare Personal Call Manager Software ShoreWare Remote Server Software ShoreWare TAPI Application Server Shoreware Phone API License © 1998 -2009 ShoreTel, Inc All rights reserved Required Purchased 1 11 445 288 3 0 0 0 0 0 0 0 2 7 5 0 450 0 0 0 1 11 453 300 6 0 0 0 0 0 40 0 5 40 6 0 500 0 0 0 Help http://shoretel/shorewaredirector/MainFrame.asp 09/14/2011 ShoreWare Director Page 1 of 1 Build 14.41.1108.0 Logoff Chris Kohlmann Administration • Users... • Trunks... • IP Phones... • Switches... • Call Control... • Voice Mail... • Auto- Attendant Menus • Workgroups • Schedules • Call Manager... • System Directory • Application Servers • Conference Bridges • IM Servers • Sites • System Parameters... • Preferences Maintenance • Quick Look • Voice Mail Servers • Switch Connectivity • Conference Ports • Event Log... • Services • Event Filters Reporting • Reports • Options Documentation • Administration Guide • Planning and Installation Guide • Telephone User Interface • Server... • Client... Quick Look on shoretel Last updated 9/14/2011 5 09 42 PM (GMT -05 00) Refresh Help Local time 09/14/2011 5 10 27 PM (GMT -05 00) Switches Servers Today's Events MIS Disk Site Comm Usage Service Server Status Services Used Cs 0 00 t City Hall 6/7 In -Use Lost Communications - -- Shoretel Server In Service Running 4 % 2 4 519 Airport 2/2 Idle In Service Central Fire 1/1 In -Use In Service City Hall Annex 2/2 In -Use Out of Service Eagle Point Water 1/1 Idle In Service Federal Building 1/1 In -Use Out of Service Fire Training Ctr, 1/1 Idle In Service Kevline Transit 1/1 In -Use In Service Leisure Services 1/1 Idle Out of Service Library 1/1 In -Use In Service Public Works 1/1 Off -Hook Out of Service WPC 1/1 Off -Hook Out of Service Apply This Command to All Switches: ( Select... E Temporarily Disable IP Phone Failover Across Sites CO 1998 -2009 ShoreTel, Inc All rights reserved http:// shoretel / shorewaredirector /MainFrame.asp 09/14/2011 ShoreWare Director Page 1 of 1 Build 14.41.1108.0 Logoff Chris Kohlmann Administration • Users... o Individual Users o User Groups o Class of Service o Anonymous Telephones o Extension Lists o Batch Update Utility o Call Handling Mode Defaults... • Trunks... • IP Phones... • Switches... o Primary o Spare • Call Control... • Voice Mail... • Auto - Attendant Menus • Workgroups • Schedules • Call Manager... • System Directory • Application Servers • Conference Bridges • IM Servers • Sites • System Parameters... • Preferences Maintenance • Quick Look • Voice Mail Servers • Switch Connectivity • Conference Ports • Event Log... • Services • Event Filters Reporting • Reports • Options Documentation • Administration Guide • Planning and Installation Guide Switches Add new switch at site: I City Hall Name Airport Analog Airport Voice Annex Voice Central Fire 60/12 Voice City Hall PRI 1 City Hall PRI 2 City Hall Voice 1 City Hall Voice 2 Eagle Point EOC Portable Fax Server Fire Training Analog Description Site 241A Airport 60/12 120124 PRI PRI 120/24 60\12 60 /12 24A T1 Airport City Hall Annex Central Fire City Hall City Hall City Hall City Hall J of type: 1 ShoreGear 120/24 J Go Server Type IPAddress MAC Address Shoretel Server SG-24A 10 95 10 6 00- 10- 49- 0E -5D -4B Shoretel Server 60 /12 10 95 10 5 00- 10- 49- 0B -0A -D3 Shoretel Server 120/24 1010 19 13 00- 10- 49- 08 -2F -A3 Shoretel Server 60 /12 Shoretel Server T1 Shoretel Server T1 10105 10 6 00- 10- 49- 0B -0A -38 1010 19 11 00- 10- 49 -0C- B6- F B 1010 19 10 00- 10- 49- 08 -26 -14 Shoretel Server 120/24 1010 19 12 00- 10- 49- 08 -30 -93 Shoretel Server 60/12 1010 19 14 00- 10- 49- 02 -01 -8B Eagle Point Water Shoretel Server 60/12 10 135 10 5 00- 10- 49- 08-15 -2A City Hall Shoretel Server SG-24A 1010 19 15 00- 10- 49- 0E -5D -37 City Hall Annex Shoretel Server T1 1010 19 9 00- 10- 49- 09 -64 -93 24A Fire Training Ctr Shoretel Server SG-24A 10105 10 5 00- 10- 49- 0E -5D -51 Houseinq 60112 Federal Building Keyline 60/12 Keyline Transit Leisure 60/12 Services Library Voice Locust Public Works Shoretel Shoretel Server City Hall Server WPC 60112 WPC 60/12 60 /12 60 /12 Shoretel Server 60/12 Shoretel Server 60/12 1010 19 160 00- 10- 49- 08 -36 -17 10 125 10 5 00- 10- 49- 0B -15 -54 Leisure Services Shoretel Server 60/12 10 75 10 5 00- 10- 49- 0B -0A -43 Library City Hall Public Works © 1998 -2009 ShoreTel, Inc All rights reserved Shoretel Server 60/12 Shoretel Server 60 /12 Shoretel Server 60 /12 Shoretel Server SW Shoretel Server 60 /12 10 35 10 5 1015105 10 145 10 5 10 10 40 25 10 85 10 5 00- 10- 49- 0B -15 -1A 00- 10- 49 -0A -F E -A9 00- 10- 49- 0B -15 -14 00- 10- 49- 0B -15 -68 Total IP Phones IP Phones SIP Trunks SIP Trunk In Use Capacity In Use Capacil 0 0 0 11 20 0 53 80 0 13 20 0 0 0 0 0 0 0 96 110 0 8 10 0 10 15 0 0 0 0 0 0 0 0 0 0 32 40 0 8 15 0 15 20 0 34 35 0 13 25 0 35 40 0 0 0 0 9 15 0 337 445 0 ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll ll http:// shoretel / shorewwaredirector /MainFrame.asp 09/14/2011 Appendix C Insurance Schedule Alarm Panel RFP Page 18 City of Dubuque Insurance Requirements for Professional Services 1. Insurance Schedule C shall furnish a signed Certificate of Insurance to the City of Dubuque, Iowa for the coverage required in Exhibit 1 prior to commencing work and at the end of the project if the term of work is longer than 60 days. Providers presenting annual certificates shall present a Certificate at the end of each project with the final billing. Each Certificate shall be prepared on the most current ACORD form approved by the Iowa Department of Insurance or an equivalent. 2. All policies of insurance required hereunder shall be with a carrier authorized to do business in Iowa and all carriers shall have a rating of A or better in the current A.M. Best's Rating Guide. 3. Each Certificate shall be furnished to the contracting department of the City of Dubuque. 4. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of Dubuque. Failure to obtain or maintain the required insurance shall be considered a material breach of this agreement. 5. Subcontractors and sub subcontractor performing work or service shall provide a Certificate of Insurance in accord with Exhibit 1. 6. All required endorsements to various policies shall be attached to Certificate of insurance. 7. Whenever a specific ISO form is listed, an equivalent form may be substituted subject to the provider identifying and listing in writing all deviations and exclusions that differ from the ISO form. 8. Provider shall be required to carry the minimum coverage /limits, or greater if required by law or other legal agreement, in Exhibit 1. Page 1 of 3 Schedule C, August, 2011.Doc City of Dubuque Insurance Requirements for Professional Services Insurance Schedule C (continued) Exhibit I A) COMMERCIAL GENERAL LIABILITY General Aggregate Limit $2,000,000 Products - Completed Operations Aggregate Limit $1,000,000 Personal and Advertising Injury Limit $1,000,000 Each Occurrence $1,000,000 Fire Damage Limit (any one occurrence) $ 50,000 Medical Payments $ 5,000 a) Coverage shall be written on an occurrence, not claims made, form. All deviations from the standard ISO commercial general liability form CG 0001, or Business owners form BP 0002, shall be clearly identified. b) Include ISO endorsement form CG 25 04 "Designated Location(s) General Aggregate Limit" or CG 25 03 "Designated Construction Project (s) General Aggregate Limit" as appropriate. c) Include endorsement indicating that coverage is primary and non - contributory. d) Include endorsement to preserve Governmental Immunity. (Sample attached). e) Include additional insured endorsement for: The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and /or authorities and their board members, employees and volunteers. using ISO form CG 20 10. Ongoing operations. B) AUTOMOBILE LIABILITY $1,000,000 (Combined Single Limit) C) WORKERS' COMPENSATION & EMPLOYERS LIABILITY Coverage A Coverage B Statutory —State of Iowa Employers Liability Each Accident $100,000 Each Employee- Disease $100,000 Policy Limit - Disease $500,000 a) Policy shall include an endorsement providing a waiver of subrogation to the City of Dubuque. b) Coverage B limits shall be greater if required by Umbrella Carrier. D) UMBRELLA LIABILITY $1,000,000 E) PROFESSIONAL LIABILITY $1,000,000 Page 2 of 3 Schedule C, August, 2011.Doc City of Dubuque Insurance Requirements for Professional Services Preservation of Governmental Immunities Endorsement 1. Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and states that the purchase of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa Section 670.4 as it is now exists and as it may be amended from time to time. 2. Claims Coverage. The insurance carrier further agrees that this policy of insurance shall cover only those claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be covered by the terms and conditions of this insurance policy. 3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting any defense of governmental immunity, and may do so at any time and shall do so upon the timely written request of the insurance carrier. 4. Non - Denial of Coverage. The insurance carrier shall not deny coverage under this policy and the insurance carrier shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defense(s) of governmental immunity asserted by the City of Dubuque, Iowa. No Other Change in Policy. The above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy. SPECIMEN Page 3 of 3 Schedule C, August, 2011.Doc