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Department of Materials Management

Division of ProcurementMONTGOMERY COUNTY PUBLIC SCHOOLS

Rockville, Maryland

Request for Proposal 4248.1

Elementary Schools Access Control Systems

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Table of Contents

SECTION I GENERAL SECURITY REQUIREMENTS1.0 Intent ....................................................................................................................................1

2.0 Background ..........................................................................................................................23.0 Scope of work.......................................................................................................................24.0 Contract Term ......................................................................................................................45.0 Definition of Terms ...............................................................................................................46.0 Code Requirements .............................................................................................................57.0 Regulatory References.........................................................................................................58.0 Quality Assurance ................................................................................................................69.0 Instructions to Bidders..........................................................................................................710.0 Warranty.............................................................................................................................1111.0 Format of Response...........................................................................................................1212.0 Project Submittals ..............................................................................................................1413.0 Delays, Extensions and Late Completions.........................................................................16

14.0 Indemnity Agreement .........................................................................................................1715.0 Insurance Requirements ....................................................................................................1816.0 Payment Procedures..........................................................................................................1917.0 Contractor Default ..............................................................................................................2018.0 Pricing ................................................................................................................................2019.0 Project Manager.................................................................................................................2020.0 Inquiries ..............................................................................................................................2021.0 Termination for Default or for Convenience of MCPS ........................................................2122.0 Invoicing .............................................................................................................................2223.0 References.........................................................................................................................2224.0 Schedule of Events ............................................................................................................2225.0 Pre-BID Conference...........................................................................................................2326.0 Addenda/Errata ..................................................................................................................2327.0 Inquires...............................................................................................................................2328.0 Documents to be Submitted in Response to This RFP......................................................24

S E C T I O N I I

SYSTEMS SPECIFICATIONS1.0 GENERAL ........................................................................................................................252.0 Access Control Equipment .................................................................................................253.0 Single Door Network Access Control Unit ..........................................................................344.0 Contactless Smart Card Reader ........................................................................................365.0 Contactless Smart Card Access Control Credential...........................................................376.0 Request to Exit Motion Sensor...........................................................................................39

7.0 Concealed Door Position Switch ........................................................................................398.0 Video Intercom System ......................................................................................................399.0 IP Camera ..........................................................................................................................4010.0 Intercom Speaker, Microphone and Call Button.................................................................41

SECTION III PERFORMANCE REQUIREMENTS1.0 Installation Practices ..........................................................................................................422.0 Power Requirements..........................................................................................................443.0 Security Conduit Systems ..................................................................................................444.0 Product Delivery, Storage and Handling ...........................................................................455.0 Repair and Cleanup ...........................................................................................................45

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6.0 Training of Owner Personnel..............................................................................................457.0 Observation of Work...........................................................................................................468.0 Checkout of systems..........................................................................................................469.0 Acceptance of Systems......................................................................................................47

SECTION IV PROPOSAL FORMS

1.0 Supplementary Information ................................................................................................482.0 Service Rates .....................................................................................................................483.0 Extended Maintenance Warranty .......................................................................................484.0 Completion Date.................................................................................................................485.0 Nondisclosure Agreement ..................................................................................................496.0 Addenda Acknowledgement...............................................................................................497.0 Bidder Acknowledgement...................................................................................................508.0 Owner Acceptance .............................................................................................................509.0 Bid Forms & Equipment Schedules....................................................................................51

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I. GENERAL SECURITY REQUIREMENTS

1.0 INTENT

Montgomery County Public Schools (MCPS) is seeking a qualified vendor to supply andimplement an integrated access control security system at elementary schools within Montgomery

County, Maryland.

1.1 These specifications and related security drawings describe security systems consisting ofintegrated access control, video intercom, monitoring and control. The specifications set forth,detailed functions and standards of quality for the systems, their components and the methods ofinstallation and operation. The bid proposal shall be prepared to reflect the standards of qualityspecified herein, employing equipment, which meets or exceeds these specifications.

1.2 The bid shall be for complete and operational systems. It is the responsibility of all bidders tocarefully examine all bid documents, including drawings, and to notify the Owner of any apparentinconsistencies and inaccuracies prior to submission of their bid. Questions regarding this RFP

must be submitted, in writing, by close of business August 3, 2009. Questions and Answers willbe distributed to all Contractors at the pre-bid conference August 7, 2009 (see 24.0 Pre-BidConference). Any interpretation of bid documents will be made by written addendum issued bythe Owner to all bidders. All Bidders will acknowledge receipt of each addendum in their BidProposals.

1.3 The Contractor shall deliver complete and operational systems to the Owner on a turnkey basis,complete with interface to existing equipment and not-in-contract (NIC) work. All engineering,labor, materials, delivery, storage of materials, permits, etc., that are necessary to satisfy thecontract documents, shall be provided by the Contractor. Installation shall be complete from thedesignated point of electrical power service connection to the final connection of apparatus or

pieces of equipment unless modified by the drawings or specifications.

1.4 The drawings included in this specification package are intended to convey the general design ofthe systems. The plans are not intended to show complete and accurate details of every aspect ofevery adjunct building system or systems. The drawings show those device locations andrelationships. The Contractor is responsible for making all field measurements necessary forestablishing the exact locations and relationships necessary for the installation of equipment.

1.5 Due to the condition that parts of this job site are finished spaces including paint, trim, wallcovering, floor treatments, lighting and building mechanical systems, the Contractor shall performthe work specified herein such that at the completion of his work, all finished space is restored to

the original existing condition prior to the commencement of work. During the course ofperforming the work specified herein, if the Contractor should encounter any damaged finishes inany area where the Contractors work is to be performed, the Contractor shall notify the Owner inwriting prior to performing work in that area. Only after receiving written confirmation in 48hours that the existing conditions have been documented and that authorization has been given toproceed, shall the Contractor proceed with the work in these areas.

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2.0 BACKGROUND

The Montgomery County Public Schools is the largest school district in the State of Maryland andthe 16th largest school district in the country. The school district employs more than 21,000employees who provide service to more than 137,000 students in 199 schools.

3.0 SCOPE OF WORK

The Montgomery County Elementary School access control project shall be an integrated accesscontrol and video intercom system consisting of: an IP access control solution utilizing existingHID Iclass cards and to be administrated from the existing central dispatch and alarm center.Cards shall be able to be issued and activated from both district security and the ElementarySchool locally. The integrated IP video intercom shall consist of a desktop application that popsup video and alerts assigned workstations that someone has pressed the intercom button. The userwill have the ability to talk to the user at the door and shall have the ability to release the electricdoor hardware for entry. This shall be able to be used locally at the school or from centraldispatch. The camera shall be recorded at the camera and shall have a minimum of 24 hours of

recording on motion.

3.1 These specifications and related security drawings describe the Integrated Access Control for theMontgomery County Elementary Schools located in Montgomery County Maryland. The scope ofthe security project includes fully integrating all systems as described in the Specifications; TheContractor shall provide all necessary manpower or premium time to complete the security projectby the construction time line and completion dates listed in construction documents.

3.2 The Contractor shall coordinate with the Owner to set up all aspects of operation for the security,solutions and network requirements.

3.3 The Contractor shall provide all security, video surveillance equipment and programming neededto complete the security and video surveillance systems as detailed in the bid documents.

3.4 The Contractor shall coordinate with the Owners IT personnel regarding network droprequirements for the network connectivity. All device network drops provided. Terminated andtested by Contractor.

3.5 The Contractor shall deliver complete and operational systems to the Owner on a turnkey basis,complete with interface to not-in-contract (NIC) work. All engineering, labor, materials, delivery,storage of materials, permits, etc., that are necessary to satisfy the contract documents, shall beprovided by the Contractor. Installation shall be complete from the designated point of electrical

power service connection to the final connection of apparatus or pieces of equipment unlessmodified by the drawings or specifications.

3.6 Provide the turnkey design and installation of integrated access control systems and subsystems toprovide the functional performance as described herein. Integration shall be between the specifiedsubsystems and shall include interconnection to other building systems as required to provide thespecified functionality. Design and installation shall include final connection to power circuits,connection to the building ground bus system and all ancillary equipment needed for a completeand operational integrated security and surveillance systems.

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3.7 The Contractor shall provide all required ancillary equipment whether specifically stated herein ornot for complete and operational systems as specified herein.

3.8 The Contractor shall provide all required security devices as shown on drawings.

3.9 At the conclusion of the project, the Contractor shall provide the Owner with complete anddetailed engineering documentation for all hardware and software components, which are

incorporated in the facility.

3.10 Mounting techniques that deviate from the manufactures recommended practices and appearanceand finishes of all equipment or devices not specified in the bid documents shall be submitted toand approved by the Owner prior to the installing such equipment.

3.11 The Contractor shall schedule and perform all fabrication, installation, testing, documentationand training of the Owner's personnel.

3.12 The access control software shall be part of the overall ISMS (Integrated Security ManagementSystem) platform. This will include the following features and functionalities:

3.12.1 Unified GUI (Graphical User Interface) incorporating Door control, monitoring ofintrusion detection system devices, access to both live and recorded video and visitormanagement.

3.12.2 Use of floor plans to graphically depict security incidents and control of devices andcameras.

3.12.3 Access control shall utilize a single PoE (Power over Ethernet) port to the secure side ofthe door to control all access control functionality including power (except door lockinghardware which will be powered locally).

3.12.4 All door locking hardware and power provided by General Contractor.3.12.5 All conduits and raceways from access control device location to IP controller provided by

Contractor.3.12.6 One user license per site shall be included with the access control system.

3.13 The video surveillance management platform shall be software based solution and be loaded,configured and tested on the camera locally.

3.14 The IP video surveillance system shall be integrated into the access control system and intrusiondetection system to allow for viewing alarm and access control events.

3.15 All PoE network switches shall be provided by the owner.

3.16 Static IP addressing shall be used. A separate security VLAN and block of IP addresses shall beprovided by the owner to the Contractor.

3.17 All infrastructure cabling, network terminations and patch panels to be provided by the Contractor.

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4.0 CONTACT TERM

The term of contract shall be for two (2) years as stipulated in the RFP. However, the contractmay not begin until one day after approval by the Board of Education and will conclude as statedunder the contract term. MCPS reserves the right to extend this contract at existing prices, termsand conditions for up to three (3) additional one (1) year terms. Written notice indicating MCPS

intention to pursue the extension of the contract will be issued to the successful vendor(s) 90 daysprior to the expiration of the original contract. The vendor(s) shall have ten days from the date ofnotification to return the notice acknowledging its intent to accept or reject the extension. Once allresponses are evaluated, MCPS staff may make a recommendation to the Board of Education toextend the contract or decide to rebid. If the contract is extended by the Board of Education acontract amendment will be issued.

5.0 DEFINITION OF TERMS

5.1 The "Owner" is Montgomery County Public Schools and is referred to throughout this document

as if singular in number and masculine in gender. The term "Owner" means the Owner or hisauthorized representative.

5.2 The "Consultant" is James Gompers and is referred to throughout this document as if singular innumber and masculine in gender. The term "Consultant" means the Consultant or his authorizedrepresentative.

5.3 The Project Manager is TBD and is referred to throughout this document as if singular innumber and masculine in gender. The term "Project Manager" means the Contractors ProjectManager or his authorized representative.

5.4 The "Bid Documents" include this specification in its entirety, the project drawings, anyattachments and all associated correspondence and addenda.

5.5 A "Bidder" is one who submits a Bid for a prime contract with Montgomery County PublicSchools for Work described in this specification.

5.6 A "Sub-bidder" is one who submits a Bid to a Bidder for materials or labor for a portion of thework.

5.7 The "Contractor" is a Bidder who has been awarded a contract based upon his proposal to performthe work defined in this specification.

5.8 The "Project" is the total construction designed by the Consultant of which the work performedunder this Contract is a part.

5.9 "Addenda" are written or graphic instruments issued by the Owner prior to the execution of theContract, which modify or interpret the bidding documents by addition, deletion, clarification orcorrection.

5.10 A "Unit Price" is an amount stated in the Bid as a price per unit of measurement for materials andservice.

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5.11 The term "NIC" refers to work or equipment which is not in contract and for which the Contractoris not responsible, except as otherwise stated herein.

5.12 The term "Provide" or "Provision" shall mean furnish and install, complete and ready for use.

5.13 The term "Furnish" shall mean purchase and delivery to the site, complete and ready for

installation.

5.14 The term "Install" shall mean to receive, inspect, handle, unpack and install, complete and readyfor use, including connections, adjustments and testing.

5.15 Where the words "Equivalent", "Approved", "Satisfactory", and other words of like import areused, determination and approval of the Owner is intended, unless otherwise specified and is sounderstood.

6.0 CODE REQUIREMENTS

6.1 It is not the intent of this specification to provide all details of design and fabrication. TheContractor shall insure that equipment has been designed and fabricated in accordance withapplicable engineering codes and standards as listed in this document. When specific requirementsare stated in this document that exceed and/or overlap those requirements of the codes andstandards referenced here, this document shall govern.

6.2 The Contractor shall be responsible for investigating code, union, permit and contract issues toguarantee compliance with existing requirements.

6.3 Design, material, fabrication, testing, inspection, certification, documentation and operation shallconform to the following referenced codes, regulations, standards, specifications, and addenda, as

applicable.

6.4 The Contractor shall provide for the inspection of work as may be required by municipalauthorities and shall provide the results of such tests to the Owner.

7.0 REGULATORY REFERENCES

7.1 In addition to local governing regulations, the Contractor shall comply with the applicableprovisions of the following publications. Where standards and publications are identified, theyshall be the most current version.

National Electrical Code Electronic Industries Association Standards National fire Protection Association (NFPA) Publication 101 Life Safety Code & NFPA 70 Underwriters Laboratories, Inc UL 294 Access Control System Units & UL 1076 Proprietary

Burglar Alarm Units and systems

Americans with Disabilities Act (ADA) Occupational Health and Safety Association Requirements (OSHA) Applicable Federal, state, county and local laws, regulations, ordinances and codes

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7.2 In the event of conflicting requirements between the authorities cited above or between authoritiescited and those specified, such disagreements shall be resolved by the Owner.

7.3 Nothing in this Section, including revocation of certain specific codes, standards, or specifications,shall relieve the Contractor of the responsibility for compliance with the codes, standards, orspecifications, which are generally recognized to be applicable to the Work specified herein.

8.0 QUALITY ASSURANCE

8.1 Contractor Qualifications

8.1.1 The work specified herein shall be performed by a qualified Contractor as defined anddescribed herein.

8.1.2 The Contractor shall be a firm with a minimum of three (3) years experience in thefabrication, assembly and installation of electronic security systems of a magnitude andquality equivalent to those specified herein.

8.1.3 The Contractor shall maintain a local service facility within 50 miles of MontgomeryCounty, Maryland and an organization capable of providing comprehensive maintenanceand service for the proposed systems, including replacement parts.

8.1.4 The Contractor shall be a licensed security systems installer in compliance with allprovisions of the local codes and regulations.

8.1.5 The Contractor shall have completed at least three (3) projects of similar size and nature inthe last two years. The Contractor shall submit a description of each project along withreferences including names, mailing addresses and telephone numbers.

8.1.6 Installation of the security subsystems shall be conducted by installers and a projectmanagement team approved and licensed in accordance with local regulations. As requiredby the specifications, provide skilled craftsmen trained and experienced in the installationof the specified systems including technicians, electricians, carpenters, software specialistsand locksmiths as required. As required by the specifications, provide all fire stop material,coring, framing and blocking or other work required.

8.1.7 The Contractor shall provide continuous management and supervision of the installationfor the duration of the project. This management shall be present from the start of theproject through installation, training and commissioning of the system. Incremental, parttime or critical path management shall not be acceptable.

8.1.8 The Contractor shall utilize the manufacturers staff as needed to assist in programmingand commissioning of the system.

8.1.9 The Contractor shall be an authorized dealer, reseller or distributor of any and all systems,software, devices and components needed to complete the project.

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9.0 INSTRUCTIONS TO BIDDERS

9.1 General

9.1.1 These specifications and the related drawings set forth design parameters and standards ofquality for the systems and methods of installation and operation. All bids shall be based

upon providing the functions and meeting the standards of quality as herein specified,employing equipment, which meets or exceeds these specifications.

9.1.2 In the event of a conflict between this specification and the Drawings or between twoprovisions of the same contract document, the decision of Owner shall be final as to whichshall be controlling.

9.1.3 Reasonable changes in device locations and equipment prior to rough installation shall beincluded at no additional cost.

9.1.4 The Contractor shall furnish all cable, material and ancillary equipment, whether

specifically mentioned herein or not, to insure complete operating systems.

9.1.5 During the course of the installation the Contractor shall provide the following:

a. All information necessary for the Owner to operate the installed systems and toperform comprehensive maintenance, repair and modification.

b. Provide all equipment for the system checkout and acceptance tests.c. Provide maintenance and operator training for designated employees of the Owner.

9.1.6 The Contractors on site project manager shall carry cellular telephones compatible withthe construction environment to provide a means of communication with the Owner.

9.1.7 Bid Security

a. Bid security is required for this project.b. Bid security shall be a Bid Bond or a Certified Check or a Cashiers Check in the

amount of 5% of the bid, based on the total base bid, payable to the Owner.c. A Company issuing a Bid Bond (AIA Form 310, 1970 edition) must be licensed to do

surety business in the State of Maryland and have at least a (B+) rating in Bests.

9.1.8 Performance Bond

No contract shall exist until MCPS receives a duly executed Performance Bond in theamount of one hundred percent (100%) of the contract, made payable to MCPS as securityfor the faithful performance of the contract and having as surety thereon such suretycompany or companies as are acceptable to MCPS and as are authorized to transactbusiness in the State of Maryland. In the event the Performance Bond is not deliveredwithin ten (10) days of Notice of Award then the offer may be ruled null and void and theaward shall be made to the next lowest responsive offerer.

The Contractor shall pay the premium for the bond.

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9.1.9 Sales Tax

a. Maryland State Sales Tax does NOT apply to this project. Owner will provide taxexempt number to successful Contractor.

9.1.10 Vendor Obligation

Contractors and sub-contractors responsibility regarding registered sex offenders:

A new Maryland Law that became effective June 22, 2006, requires that any person whoenters a contract with a county board of education or a non-public school may notknowingly employ an individual to work at a school if the individual is a registered sexoffender. An employer who violates this requirement is guilty of a misdemeanor and ifconvicted may be subject to up to five years imprisonment and/or a $5000 fine.

Each contractor shall screen their work-forces to ensure that a registered sex offender does

not perform work at a county public school and also ensure that a subcontractor andindependent contractor conducts screening of its personnel who may work at a school. Theterm work-force is intended to refer to all of the contractors direct employees andsubcontractors and/or independent contractors it used to perform the work. Violation ofthis provision may cause MCPS to take action against the contractor up to and includingtermination of the contract.

9.1.11 Multi-Agency Participation

MCPS reserves the right to extend the terms and conditions of this solicitation to any andall other agencies within the state of Maryland as well as any other federal, state,

municipal, county, or local governmental agency under the jurisdiction of the United Statesand its territories. This shall include but not be limited to private schools, parochialschools, non-public schools such as charter schools, special districts, intermediate units,non-profit agencies providing services on behalf of government, and/or state, communityand/or private colleges/universities that required these goods, commodities and/orservices. Use of this solicitation by other agencies may be dependent on special local/staterequirements attached to and made a part of the solicitation at time of contracting. Thesupplier/contractor agrees to notify the issuing agencyof those entities that wish to use anycontract resulting from this bid and will also provide usage information, which may berequested. A copy of the contract pricing and the bid requirements incorporated in thiscontract will be supplied to requesting agencies. Each participating jurisdiction or agency

shall enter into its own contract with the Award Bidder(s) and this contract shall be bindingonly upon the principals signing such an agreement. Invoices shall be submitted directlyto the ordering jurisdiction for each unit purchased. Disputes over the execution of anycontract shall be the responsibility of the participating jurisdiction or agency that enteredinto that contract. Disputes must be resolved solely between the participating agency andthe Award Bidder. MCPS assumes no authority, liability, or obligation on behalf of anyother public or non-public entity that may use any contract resulting from this bidMCPSpricing is based onthe specifications provided in this solicitation.

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9.1.12 eMaryland Marketplace

As of June 1, 2008 Maryland law requires local and state agencies to post solicitations oneMaryland Marketplace. Registration with eMaryland Marketplace is free. It is

recommended that any interested supplier register at www.eMarylandMarketplace.com,regardless of the award outcome for this procurement as it is a valuable resource forupcoming bid notifications for municipalities throughout Maryland.

9.1.13 Information Available

a. In addition to the information contained in the Bidding Documents, the following isavailable to bidders on request:

Due to the nature of the work, the Contractor is recommended to familiarizehimself with the existing conditions by conducting a walk-through of the existing

building prior to submitting bids. A walk-through can be coordinated with MCPSSecurity Department. Contractors are strongly urged to conduct site verificationprior to bidding.

9.2. Voluntary Alternate Bid Proposals

9.2.1 If a Bidder has recommendations which will improve the performance of a system orwhich will reduce costs without loss of performance, all bidders is encouraged to submitthese recommendations, along with his bid, in the form of proposed alternates. Costs foralternates shall be shown separately from, and not commingled with, the costs of thesystem as specified. Bids shall be evaluated on the basis of the Base Bid, however all

recommendations that are of value to the Owner may be considered in the evaluation of bidproposals.

9.3 Material and Workmanship

9.3.1 Unless otherwise specifically provided in this contract, all equipment, material and articlesto be incorporated in the work shall be new and of the most suitable grade for the purposeintended. The Contractor shall supply the latest model available, at the time of bidding, ofeach piece of equipment. Unless otherwise indicated in the specifications, all equipmentshall be standard, unmodified production models.

9.3.2 Warranties of all work and installed products shall be in accordance with the contractgeneral provisions and as cited herein.

9.3.3 All work shall be executed in accordance with the best practice of the trade involved asspecified or detailed.

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9.4 General Arrangement of Contract Drawings

9.4.1 The contract drawings and specification indicate approximate locations of equipment andare conceptual and schematic in nature. The installation and locations of equipment anddevices shall be governed by the intent of the design and of the security systems conceptspresented by these specifications and contract drawings, with due regard to actual site

conditions; coordination with the work of other trades; manufacturers' recommendations;ambient factors affecting the equipment; and operations in the vicinity. The contractdrawings are diagrammatic and conceptual and do not show all components, materials,offsets, bends, elbows, and other specific elements, which may be required for properinstallation.

9.4.2 Quantities, when listed, are approximations. The successful Contractor will be responsiblefor providing all components necessary for complete and operational systems based on aturnkey system price. All bidders should, therefore, verify the quantities of each item heplans to supply based upon the specifications of that equipment.

9.5 Exceptions to the Specifications

9.5.1 All exceptions to these specifications and drawings shall be made with the bid submissionand shall be identified by Section, Paragraph and by item. In the absence of exceptions,these specifications and drawings shall be binding in letter and intent on the successfulbidder. It shall also be assumed that all bidders has examined, in detail, the design andspecification of the system and is prepared to take full responsibility for the installationand performance of the complete installation as designed.

9.6 Manufacturers Representative

9.6.1 The services of a qualified manufacturer's technical representative, thoroughly experiencedin the installation and operation of the type of system being provided under this contractand with no less than five (5) continuous years of technical experience as a manufacturer'srepresentative, shall be obtained by the Contractor, at his own expense, to consult onequipment selection, installation, and testing of the specified systems if and asrequested by the Owner or their authorized representatives.

9.7 Extended Maintenance Support

9.7.1 After the initial one year warranty period, the Contractor shall be capable of providing, orarranging for under a firm contractual basis, all on-going repair, scheduled maintenance,

and warranty repair and maintenance support to the Owner for the installed systems on ayear-round basis. [Note: This is in addition to the mandatory one-year warranty and repairservice required in the base bid by the specification.] Repair or maintenance services shallbe available within twenty-four (24) hours upon a call by the Owner. The Contractor shallsubmit a cost proposal for a four (4) year maintenance and service agreement for allequipment furnished within this specification. The cost should be broken down for eachyear of maintenance service. First year is included with the initial warranty.

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10.0 WARRANTY

10.1 The Contractor, as a condition precedent to the final payment, shall execute a written guarantee(warranty) to the Owner certifying that all the contract requirements have been completed inaccordance to the final specifications and contract drawings and warranting all labor, materials andequipment furnished by him under this contract to remain in satisfactory operating condition

(ordinary wear, tear, abuse and causes beyond his control for this work excepted) for a period ofnot less than one (1) year.

10.1.2 The one (1) year warranty period shall commence upon final acceptance of the Contractorscompleted work. Final acceptance shall be the date on which the Owner formallyacknowledges acceptance in writing. Completed work includes all punch list items beingcorrected and all submittals being received and approved.

10.1.3 As provided by the warranty, all defects or damages due to faulty materials orworkmanship shall be repaired or replaced without delay to the Owners satisfaction at theContractor's expense.

10.1.4 As part of the warranty, the Contractor shall provide for one fourth quarter preventativemaintenance inspections at his cost. Preventative maintenance shall include but not belimited to cleaning, adjustments, necessary repairs, and servicing of all equipment to insurecontinued operation in accordance with the contract documents and the Manufacturersspecifications. The awarded Contractor shall work with the MCPS Project Contact toschedule preventative maintenance visits.

10.1.5 A manufacturers software maintenance agreement shall be included with the one (1) yearwarranty period and shall include all software updates, revisions and telephone serviceassistance shall be performed in accordance with the following schedule:

a. 8:00 A.M. to 5:00 P.M. Business days, excluding holidays with an eight (8) hourresponse time. This schedule shall include all other components and devices. TheContractor as part of his bid shall provide an afterhours labor rate for any warrantyservice required during the hours not covered by this schedule.

10.1.6 In the event that any manufacturer customarily provides a warranty period greater than one(1) year, the Contractor's warranty shall be for the greater period of time.

10.1.7 In no case shall the warranties be voided where user-programmable changes are performedby the Owner's trained system programming representative. Such programming changes

shall include but not be limited to redefining system input/output points, operationcharacteristics, time delays, and report formats to the Owner's site-particular requirements.

10.2 Warranty Service

10.2.1 In the event that defects in the workmanship and/or materials are identified during thewarranty period, the Contractor shall provide all labor and materials as necessary topromptly correct the defect at no additional cost to the Owner.

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10.2.2 The Contractor shall utilize trained and experienced personnel in the operation andmaintenance of the installed systems to perform service and repair work under thiswarranty.

10.2.3 Warranty repair or replacement service during the first thirty (90) days after finalacceptance shall be performed in accordance with the following schedule:

a. Seven (7) days per week, twenty-four (24) hours per day with a four (4) hour responsetime. This schedule shall apply to all of the security system equipment andcomponents.

10.2.4 Warranty repair or replacement service 90 days after final acceptance shall be performed inaccordance with the following schedule:

a. 8:00 A.M. to 5:00 P.M. Business days, excluding holidays with an eight (8) hourresponse time. This schedule shall include all other components and devices. TheContractor as part of his bid shall provide an afterhours labor rate for any warranty

service required during the hours not covered by this schedule.

10.2.5 Warranty service shall include the replacement of any and all parts and/or components asrequired to restore normal system operation. In the event that the system parts orcomponents must be removed for repair, it shall be the responsibility of the Contractor tofurnish and install loaner equipment as required to restore normal system operation untilthe repaired parts or components can be repaired or re-installed.

10.2.6 The Contractor shall maintain an inventory of spare parts or arrange for manufacturerspart support as required to insure that all critical component failures are corrected withinforty eight (48) hours after the Owners request for service. If the system operation is not

fully restored at the end of this time interval, the Owner reserves the right to request theContractor to provide on-site manufacturers service technicians at no cost to the Owner.

10.2.7 The Contractors warranty shall include the correction of all software defects, which maybe identified during the warranty period. Any failure of the software to perform asspecified by the software manufacturer shall be included.

10.2.8 Immediately following the completion of the warranty repair or service call, theContractors service technician shall submit a written report to the Owner which details theservice work performed the cause of the trouble and any outstanding work which isrequired to restore complete and normal operation. Owner personnel must sign off on all

repair or service calls to verify completion of work.

11.0 FORMAT OF RESPONSE

11.1 Responses to this RFP should be in the same sectional format and sequence as this RFP andprovide an individual response to each RFP specification. All proposals must be presented usingthe same numbering sequence and order used in this RFP document or as otherwise specified byMCPS.

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11.2 Vendors must include any and all statements and representations made within its proposal in thecontract for services with MCPS. This includes, but is not limited to, the vendors point-by-pointresponse to this RFP. If vendor responds only Understand and comply it is assumed that thevendor complies with MCPS understanding of the requirement.

MCPS shall not be responsible nor be liable for any costs incurred by the vendor in the preparation

and submission of their proposals and pricing.

11.3 All bidders must submit the following information with his bid, or his bid will be considered asnon-responsive to the request for proposal:

The name of each proposed subcontractor indicating the work he is to perform, a statement of hisqualifications, a financial statement from the most current fiscal year, and a listing of similarprojects which he has successfully completed. Each subcontractor is subject to approval by theOwner.

11.4 The price for the systems as specified, the prices for mandatory and recommended alternates, the

prices for service work not included in the warranty, and prices for a service contract. The pricesfor Engineering, Fabrication and On-Site Installation of each system must include all subcontractlabor costs. All bidders shall list all deviations or exceptions to these specifications as proposedalternates.

11.5 A project management outlines indicating the organization plan to be devoted to the project. Theoutline should identify the Project Manager to be assigned to this project with a list of hisqualifications indicating similar completed projects, which he has previously successfullymanaged. The outline should also indicate the number of installation teams, their staffing, and anestimated scope of work to be followed by each installation team and subcontractor.

11.6 A detailed installation schedule (Gant Chart) listing key activities, milestones and target dates.

11.7 The Bid Proposal Forms are at the end of this specification in Section IV and include sampleEquipment Schedules, Cost Summary sheets and Master Cost Summary.

11.8 The decision as to whether a proposed system or equipment satisfies the specifications will bedetermined by the Owner. If it is his decision that a Bid Proposal does not comply with thetechnical specification, the proposal will be eliminated from further consideration.

11.9 All bidders shall submit one (1) original and three (3) copies of the RFP and a soft copy. Allbidders should be prepared to furnish duplicate copies of his RFP Proposal if he is awarded a

contract. If it is the Owner's decision that a Bid Proposal is in general compliance with thetechnical specification but contains some few ambiguities or few apparent deviations from thetechnical specification, he may, at his option, request a conference with all bidders to clarify thesedeviations.

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11.10 All bidders shall submit a Bid Bond in the amount of 5% of its bid along with the bid proposal.

Proposals shall be submitted in the same order as the RFP. Proposals in response to this RFP aredue at 2:00 p.m., August 17, 2009 at the address below. One (1) original and three (3) copies ofthe RFP and a soft copy should be sent by mail, courier or hand delivered to:

Montgomery County Public SchoolsDivision of Procurement850 Hungerford Drive, Room 162Rockville, MD 20850

12.0 PROJECT SUBMITTALS

12.1 Submittal Procedures

12.2 The Contractor shall place a permanent label or title block on each submittal for identificationpurposes. The name of the entity that prepared each submittal shall be on the label or title block.

A space approximately 4" x 5" on the label or beside the title block on drawings shall be providedto record the Contractors review and approval markings and the action taken.

12.3 Each submittal shall be appropriately packaged for transmittal and handling. A transmittal formshall be used by the Contractor when sending any submittal to the Owner. Submittals receivedfrom sources other than the Contractor, or without a transmittal, will be returned without action.

12.4 The Contractor shall maintain a file copy of each reviewed and accepted submittal on site.

12.5 Submittals shall be returned without review if the submittal is incorrectly prepared or isincomplete. Extensions of time will not be granted for improperly submitted Work. It is especially

essential that all submittals are complete.

12.2. Shop Drawings

12.2.1 General

a. The Contractor shall submit shop drawings of the systems to indicate the work to becarried out for the new systems and devices.

b. Shop drawings shall be in the form of instrument-drawn, accurately scaled drawings,showing methods of fabrication, interconnection and wiring diagrams, schematics, wireand conduit sizes, installation and equipment locations, and details of installation, as

well as all field verified (by the Contractor) conditions and dimensions necessary forsatisfactory installation. Freehand sketches will not be accepted. All shop drawingsshall be drawn in AutoCAD Version 2000 or later.

c. Where custom components are to be used, drawings and functional specifications shallbe provided to the Owner for inspection and approval prior to fabrication andinstallation.

d. Shop drawings will be reviewed for general conformance with the design concepts.Apparent dimensional and quantitative discrepancies observed during the review willbe noted for the Contractor's convenience only and should not be accepted as correct orcomplete or in any way understood to modify the Contractor's responsibilities as a partof this Contract.

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e. Shop drawings shall be presented in a clear and thorough manner. Details shall beidentified by reference to sheet and detail, schedule, or room/space numbers shown onthe Drawings.

f. Do not use Shop Drawings without the Owner's appropriate final stamp indicatingaction taken in connection with construction.

12.2.2 Submittal Scope of Detail: The Contractor, at a minimum, shall include the followinginformation within the shop drawings:

a. Floor plan drawings, including all walls, doors and room numbers, showing exactlocations of security devices and equipment. Floor plan drawings shall also include:

All wire runs with their respective wire designations.

Legends indicating device type and manufacturers model number.

Label or number each device.

b. Floor plan drawings, including all walls, doors and room numbers, showing exact

power requirements, conduit routing, conduit size, junction and back box locations,termination panels, transformers if any and power supplies. The conduit drawings shallinclude point to point field wiring information and fill details for all conduit runs.

c. A block diagram of each system showing the basic configuration and interrelationshipsof all system components.

d. Point to point field wiring diagrams of system interconnections and device connectionsincluding interface work to not in contract items. These diagrams should show all ofthe components in each system as well as the wiring cable/color codes.

e. Terminal block connection diagrams for all system components.f. Detail drawings, which clearly illustrate the typical mounting configuration of each

major equipment item. While some drawing details may be "typical," the Contractor's

drawings shall illustrate the installation detail of each unique application.g. Detailed schematic drawings of all custom work, circuitry, and interfaces to not in

contract work.h. Fabrication shop drawings for all custom equipment.i. Elevation drawings or digital photos of each security cabinet showing all security and

security related equipment locations. These drawings shall also include wiring andpower requirements.

j. Engineering calculations concerning wire sizes to ensure that the proper cable sizeshave been provided.

k. A detailed outline of the Owner training information to be provided at a later date.

12.3 Operation, Maintenance, and Service Manuals

12.3.1 Prior to final acceptance operation, maintenance and service manuals shall be submitted tothe Owner for systems and equipment provided under this contract. The Contractor shallprovide one master record set and additional 1 operation manual and 1 soft copy for systemoperation for all systems included.

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12.3.2 Each manual shall be compiled, assembled and indexed in an easily identifiable hard-coverform. Corrections, additions and modifications to these manuals shall be made by collationof revised or added material.

12.3.3 The manuals shall contain all instructions required for the operation and maintenance ofthe systems installed. At a minimum, each manual shall include the following information:

a. Complete operating instructions for each system and component.b. Complete maintenance instructions, wiring diagrams, troubleshooting instructions.c. System service instructions for work which manufacturers recommend user service.d. Complete parts lists for each major item of equipment and/or for each system.e. Manufacturers installation manuals for each system or equipment type.f. Complete collection of manufacturers' product and catalog literature for equipment and

systems installed under this contract.g. Manufacturers' warranties.h. Operating characteristics, performance data, ratings, and manufacturers' specifications

for each item of equipment or system.i. Where practical, internal wiring diagrams and schematics.

j. Name, address, and telephone number for service for each item of equipment orsystem. This shall include each manufacturer, local manufacturers representative andsubcontractor.

k. Software User Documentation: Manual shall include operating instructions,programming instructions, technical documentation and maintenance procedures topermit making changes to system configuration, time changes, etc.

12.4 Record Drawings

12.4.1 The Contractor shall provide, and keep up-to-date, a complete record set of drawingswhich shall be corrected and shall show every change from the original Specifications and

Contract Drawings through final acceptance. This set of prints shall be kept on the job siteand shall be used only as a record set. (This shall not be construed as authorization for theSecurity Contract or to make changes in the work without proper approvals.)

12.4.2 Record drawings shall include all of the information required in the Shop drawingsubmittals but revised to reflect the as-built conditions.

12.4.3 After review of the submitted record documents by the Owner, the drawings will be notedand returned to the Contractor. If the drawings are acceptable, the Contractor shall thensubmit two hard copies and one copy of the drawing files on a CD formatted for use byAutoCAD, Release 2000 or later and in PDF format. If the drawings are not acceptable, the

Contractor shall resubmit two (2) bond copies of the revised record drawings within ten(10) business days.

13.0 DELAYS, EXTENSIONS AND LATE COMPLETIONS

13.1 It is to be understood and agreed that time is of the essence in the execution of this project and thatthe Contractor will conduct his work diligently and expeditiously to assure it is performed inaccord with the contract schedule.

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13.2 Time extensions shall be granted only for delays, changes or suspensions of the work by theOwner, or for strikes, lockouts or other cause beyond the Contractor's reasonable power to controlor avoid and due to no fault of the Contractor.

13.3 To qualify for a time extension, the Contractor must notify the Owner in writing. Notification shallinclude complete details of the nature of the delay and estimated length. Claim for extension must

be made within seven (7) days of the date that the Contractor reasonably should have known of thecause of such delay.

13.4 If the Owner determines that delay is due to no fault of the Contractor and will delay completionof the work, the Owner shall determine in fairness to both parties whether, and to what date, thecompletion of the work shall be extended.

13.5 In the event that the Contractor does not perform all work within the time prescribed in thecontract and defined by the approved schedule, no partial invoices will be approved or processeduntil all work has been completed and accepted by the Owner.

13.6 If completion of the Contractor's work as specified herein is delayed beyond the published projectcompletion date due to causes which are within the reasonable control of the Contractor, suchdelay may be considered by the Owner as default by the Contractor and Owner shall assessliquidated Damages in the amount of $500.00 per day, not as a penalty but as an agreed upon sumof actual damages to Owner.

14.0 INDEMNITY AGREEMENT

14.1 The Contractor shall indemnify, defend any and all suits, and hold harmless of the Owner and anyof the officers, directors, employees or agents, and the Owner, and the Consultant, for any and allloss, liability, damages, attorney's fees and all other costs and expenses paid or incurred arising

from any claim, investigation, adjustment, defense or appeal due to the following.

14.1.1 Damage to property and/or injury to persons (including death) alleged or claimed to havebeen caused by or through the performance by the Contractor of the work.

14.1.2 Patent or trademark infringement alleged or claimed with respect to any equipment itemsfurnished under this contract and used as a total system.

14.2 If the use of any part of the work furnished under this contract is enjoined or restricted due to anyof the activities listed above, the Contractor shall, at the Contractor's expense, procure for theOwner the right to continue to utilize such items, or replace and modify such items, upon written

approval of the Owner, in such a way that it will not continue to constitute such a violation.

14.3 In the event the obligation to indemnify and hold harmless contained in the preceding paragraph islimited or restricted by law or public policy, such restriction or limitation shall be considered ascontained in the preceding paragraph as if expressly written herein.

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15.0 INSURANCE REQUIREMENTS

The Contractor shall maintain Comprehensive Business insurance for protection from claimsunder the Workmens Compensation Act, claims for damages because of bodily injury, death, orproperty damage to others, including employees of the Board of Education; and claims fordamages arising out of the operation of motor vehicles, which may arise during the performance of

the contract whether caused by the contractor or by any subcontractor or anyone directly orindirectly employed by either of them. The contractor shall also maintain product liabilityinsurance. The aforementioned insurance shall cover the duration of the contract period, includingall periods of the time and all places where work is performed under an expressed or impliedwarranty. The limits of such liability insurance for each occurrence shall be equal to or greaterthan $500,000 for Bodily Injury and $100,000 for Property Damage.

Prior to the execution of the contract by Montgomery County Public Schools (MCPS), theproposed awardee must obtain at its own cost and expense insurance with insurancecompany/companies licensed to do business in the state of Maryland. This needs to be evidencedby a certificate of insurance and/or copies of the insurance policies. The insurance must be kept in

force and effect until termination of the contractual relationship with MCPS. Contractorsinsurance shall be primary. Expected liabilities include the following:

Commercial General Liability

A minimum limit of liability of two million dollars ($2,000,000) combined single limit, for bodilyinjury and property damage coverage per occurrence including the following coverages:

Contractual LiabilityPremises and Operations

Independent Contractors

Products and Completed Operations

Automobile Liability Coverage

A minimum limit of liability of two million dollars ($2,000,000) combined single limit, for bodilyinjury and property damage coverage per occurrence including the following:

Owned automobilesHired automobilesNon-owned automobiles

Workers Compensation/Employers Liability

Meeting all requirements of Maryland Law and with the following minimum limits:

Bodily Injury by Accident - $500,000 each accidentBodily Injury by Disease - $1,000,000 policy limitsBodily Injury by Disease - $500,000 each employee

Additional Insured

Montgomery County Public Schools must be named as an additional insured on all liabilitypolicies.

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Policy Cancellation

Forty-five (45) days written notice of cancellation or material change of any of the policies isrequired.

Certificate Holder:Montgomery County Public SchoolsDivision of Procurement850 Hungerford Drive, Room 162Rockville, Maryland 20850

16.0 PAYMENT PROCEDURES

16.1 Statements for project related equipment purchased for installation and stored in the Contractor'slocal warehouse shall be honored. The Contractor shall be required to purchase Liability Insurancecovering any such equipment to protect the Owner's equity. Proof of such insurance shall beprovided to the Owner.

16.2 On or about the first day of each month during the term of this project, The Contractor shallsubmit to the Owner a request for payment consisting of an itemized statement of all costs,expenses, charges and so forth which are due to the Contractor for work which was performedduring the preceding month. The statement shall show the various manufactured itemsindividually and separately from the labor charges. Application and certificate for payment formspublished by the American Institute of Architects shall be completed and submitted with eachpayment request. Along with the request for payment, the Contractor shall be required to providelien waivers as proof of payment to all subcontractors for all invoices paid by the Owner to theContractor.

16.3 Within thirty (30) days of receipt of the request for payment, the Owner shall pay the Contractorninety percent (90%) of the amounts approved.

16.4 Ten percent (10%) of all approved payments shall be retained by the Owner and shall be paid tothe Contractor after total completion of the project and final acceptance of the system as specifiedin this contract.

16.5 The final payment amount shall not become due until the Contractor delivers the following to theOwner:

16.5.1 A complete release of all liens, financial obligations or claims from himself, subcontractorsand suppliers of material to other agents acting on his behalf in connection with the workor arising out of the work.

16.5.2 An affidavit that, so far as he has knowledge or information, the release as described aboveincludes all the labor and materials for which a lien could be filed.

16.6 If any lien remains unsatisfied after all payments are made, the Contractor shall refund to theOwner all monies that the latter may be compelled to pay in discharging such a lien, including allcosts and attorney's fees.

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17.0 CONTRACTOR DEFAULT

17.1 In the event that the Contractor in any way defaults in the performance of the work specifiedherein, including failing, refusing or neglecting to supply sufficient material or tools or properlyskilled workmen as required to execute the work with reasonable diligence, the Owner may at anytime following written notice to the Contractor of such default take over and complete the work.

17.2 Default shall additionally result if the Contractor or his creditors seek relief under any insolvencylaw or if the Contractor is judged bankrupt. In the event of such Contractor insolvency orbankruptcy, the Owner may at any time take over and complete the work.

17.3 In the event of default, the Owner shall pay the Contractor for only that material and/or workprovided at the time of default.

17.4 The action by the Owner of taking over and completing the work upon default by the Contractorshall not constitute a waiver of or election among any other rights or remedies that the Owner mayhave against the Contractor.

18.0 PRICING

The above bid is based upon the unit prices plus engineering, fabrication and onsite installationcosts which are itemized on the attached Equipment Schedules and Cost Summary Sheets. Theundersigned further agrees that these unit prices plus sales tax, will apply for adds and deducts tothe scope of work defined in the Contract Documents. Additional labor or material authorizedduring the course of the Contract will be accepted at the unit prices listed herein plus sales tax andinstallation charges. Prices for reducing material, after submittal approval, will be a minimum of75% of the unit prices plus total sales tax and installation charges.

NOTE: Amount shall be shown in both written and figure form. In case of a discrepancy betweenthem, the written amount will govern.

19.0 PROJECT MANAGER

The MCPS project manager for the proposed procurement is:

Montgomery County Public SchoolsDepartment of School Safety and SecurityMr. Doug Steel850 Hungerford Dr., Room 207Rockville, MD 20855

Phone: 301-279-8488

All prospective offerors are cautioned that information relating to the proposed procurement may beobtained only from Barbara Regalia, CPPB, Senior Buyer, Division of Procurement as indicated in

20.0 INQUIRIES

Any attempt to solicit information from other sources within the MCPS system may be cause forrejection of the responsible officers proposal.

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21.0 TERMINATION FOR DEFAULT OR FOR CONVENIENCE OF MCPS

21.1 The performance of work under the contract may be terminated by MCPS in accordance with thisarticle in whole or, from time to time, in part:

21.1.1 Whenever the contractor shall default in performance of this contract in accordance with

its terms (including in the term "default" any such failure by the contractor to makeprogress in the prosecution of the work that would endanger such performance) and shallfail to cure such default within a period of ten days (or such longer period as the director ofthe Division of Procurement may allow) after receipt from the superintendent of a noticespecifying the default; or

21.1.2 Whenever for any reason the Board of Education shall determine that such termination isin the best interest of MCPS.

Any such termination shall be effected by delivery to the contractor of a Notice ofTermination specifying whether termination is for the default of the contractor or for the

convenience of MCPS, the extent to which performance of work under the contract isterminated, and the date upon which such termination becomes effective. If after notice oftermination of this contract for default under (1) above and if it is determined for anyreason that the contractor was not in default pursuant to (1) or that the contractor's failureto perform or to make progress in performance is due to causes beyond the control andwithout the fault or negligence of the contractor pursuant to the provisions of the clause ofthis contract relating to excusable delays, the Notice of Termination shall be deemed tohave been issued under (2) above; and the rights and obligations of the parties shall in suchevent be governed accordingly.

21.1.3 After receipt of a Notice of Termination and except as otherwise directed by the

contracting office, the Contractor shall:

a. Stop work under the contract on the date and to the extent specified by the Notice ofTermination

b. Place no further orders or subcontracts for materials, services, or facilities, except asmay be necessary for completion of such portion of the work under the contract as it isnot terminated

c. Terminate all orders and subcontracts to the extent that they relate to the performanceof work terminated by the Notice of Termination

d. Assign to MCPS in the manner and to the extent directed by the director of theDivision of Procurement all of the rights, title, and interest of the contractor under the

orders or subcontracts so terminated, in which case MCPS shall have the right, in itsdiscretion, to settle or pay any or all claims arising out of the termination of such ordersand subcontracts

e. With the approval or ratification of the superintendent, to the extent he may require,which approval or ratification shall be final and conclusive for all purposes of thisclause, settle all outstanding liabilities and all claims arising out of such termination oforders and subcontracts, the cost of which

f. would be reimbursable in whole or in part in accordance with the provisions of thiscontract

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g. Transfer title to MCPS (to the extent that title has not already been transferred) anddeliver in the manner, at the times, and to the extent directed by the director of theDivision of Procurement (a) the work in process, completed work, supplies, and othermaterials produced as a part of, or acquired in respect of the performance of, the workterminated by the Notice of Termination and (b) the completed or partially completedplans, information, and other property which, if the contract had been completed,

would be required to be furnished to MCPSh. Complete performance of such part of the work as shall not have been terminated by

the Notice of Terminationi. Take such action as may be necessary, or as the director of the Division of Procurement

may direct, for the protection and preservation of the property related to this contractwhich is in the possession of the contractor and in which MCPS has or may acquire aninterest

The Contractor shall proceed immediately with the performance of the aboveobligations despite any delay in determining or adjusting the amount of the fee, or anyitem of reimbursable cost, under this clause.

22.0 INVOICING

Payments shall be made upon receipt of service. The vendor shall submit invoices to the projectmanager for payment approval MCPS Department of School Safety and Security, 850 HungerfordDr., Room 207, Rockville, MD 20850. All invoices and proposals shall identify pertinentinformation such as fixed or hourly rate and the type of services performed.

23.0 REFERENCES

Vendors are required to provide references. The references shall have company name, contact

person, address and phone number of three (3) current customers for which similar services havebeen provided for school systems of a comparable size.

If the referenced information is not accurate and MCPS cannot contact the person(s) named, yourresponse may not be considered.

24.0 SCHEDULE OF EVENTS

The anticipated schedule for activities related to this RFP is as follows:

RFP Issued: July 24, 2009

Vendor Questions Due: August 3, 2009Pre-bid conference: August 7, 2009Proposals Due: August 17, 2009Project Completion: January 1, 2010

Anticipated Award Date: Board Of Education meeting September 8, 2009

All dates are subject to change at the discretion of MCPS.

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25.0 PRE-BID CONFERENCE

A pre-bid conference for prospective vendors will be held on Friday August 7, 2009 at 11:00 a.m.Montgomery County Public Schools, 850 Hungerford Dr., Room 127, Rockville MD 20855.Attendance at this conference is strongly encouraged, but is not mandatory. The purpose of the pre-bid conference is to allow vendors the opportunity to obtain clarification of the RFP, receive the

responses to the written questions and ask questions directly of MCPS staff to assist them inpreparation of their proposals. Any questions and responses which change the scope of work ormake a substantive change to this RFP will be shared will all vendors. Vendors who plan to attendthe pre-bid conference should fax, 301-279-3173, or email, Barbara_Regalia@mcpsmd.org thenames of the person(s) who will be attending. Due to limited space, please send no more than two(2) representatives.

26.0 ADDENDA/ERRATA

Changes and addenda to a solicitation may occur prior to the solicitation opening date and time. Itis the bidders responsibility to check the MCPS website, www.mcps.k12.md.us/depts/materials/

under Event Calendar or contact the Division of Procurement at 301-279-3172 to verify whetherAddenda/errata have been issued. Failure to provide the signed acknowledgement of theaddenda/errata may result in a bid being deemed non-responsive.

27.0 INQUIRES

Inquiries regarding this solicitation must be submitted in writing, to Barbara Regalia, CPPB,Senior Buyer, Montgomery County Public Schools, 850 Hungerford Drive, Room 162, Rockville,MD 20850, fax number 301-279-3173. Questions must be received by 5 p.m. Monday August 3,2009 Eastern Standard Time in order for the bidder to receive a response at the pre-bid conference.The Board of Education will not be responsible for any oral or telephone explanation or

interpretation.

Vendor contact with any other MCPS employee regarding this solicitation until the contract isawarded by the Board of Education will be considered by MCPS as an attempt to obtain an unfairadvantage and result in non-consideration of its bid. The MCPS Division of Procurement websiteaddress is http://MCPS.k12.md.us/depts/materials/

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28.0 DOCUMENTS TO BE SUBMITED IN RESPSONSE TO THIS RFP

One (1) original and three (3) copies of the RFP and a soft copy are to be submitted.

The proposal must be signed by an official having authority to contract with MCPS. The firm and

the officials name shall be used in the contract process.

The documents required above must be received by the closing time and date set forth in thetransmittal letter and addressed to Montgomery County Public Schools, Division of Procurement,Room 162, 850 Hungerford Drive, Rockville, Maryland 20850.

MCPS reserves the right to make an award without further discussion of the proposals received.MCPS may also negotiate with the one offerer who submits the best proposal or with two or moreofferers who are in the competitive range. Therefore, it is important that your proposal besubmitted initially on the most favorable terms from both the technical and cost standpoints. Afterthe submission and closure of proposals, no information will be released until after the award. It is

understood that your proposal will become a part of the official file on this matter withoutobligation to MCPS.

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II. SYSTEMS SPECIFICATIONS

1.0 GENERAL

The system specification has several systems and subsystem as follows:

1.0.1 Integrated Access Control

1.0.2 Integrated Network Video Intercom System

1.1 The Contractor shall be responsible for providing complete and operational systems andsubsystems, including all hardware, software, wire, cable, terminal blocks, labor, management,engineering, training, testing and connection to NIC work.

1.2 The Contractor shall provide interfaces between systems and subsystems and NIC work asrequired fulfilling the features and functions specified herein.

1.3 The Contractor must maintain an inventory of spare parts required to provide full maintenance andservice on the systems installed as stated in Division 1 Warranty and Warranty Service. The

inventory shall include those parts recommended and submitted as part of the prefabricationsubmittal. The identified items on the spare parts list shall be subject to owner approval. Inaddition to the Contractors inventory of spare parts, critical components shall be identified by theContractor so that at the Owners option they can be purchased as spare parts and stored on site.

1.4 At any point during the installation process, equivalent products may be substituted for previouslyapproved products only after a written request from the Contractor has been approved by theOwner. All requests for substitute equipment must reflect a complete description of the proposedsubstitute equipment, including manufacturer's technical descriptions, drawings and technicalperformance. Additionally, the Contractor must identify the impact of substitutions on workincluded in this contract whether already complete or remaining to be done as well as on NIC

work. The final decision as to whether a proposed substitute is equivalent to that specified, andtherefore, acceptable, will be determined by the Owner.

2.0 ACCESS CONTROL EQUIPMENT

System basis for design MAXxess eAXxess IP Access Control/Security Management System(EAC/SMS )

2.1 System Architecture

2.1.1 The Access Control and Security Management System ( EAC/SMS ) shall consist of an

Access/Security Management System Server and EAC/SMS Workstations, EAC/SMSsoftware, printers, and card readers and alarm input/control output Access Control Units(ACU.) The EAC/SMS shall include all sensors, locking hardware, request-to-exitdevices, and accessory devices necessary for a fully operational system.

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2.1.2 The EAC/SMS Computer/File Server shall support all System monitoring andadministrative functions. EAC/SMS Workstations may be deployed remotely as requiredfor monitoring/control and administrative functions. Workstations may be residentanywhere the Security Systems communications circuit is extended, or communicate bymeans of existing or new LAN/WAN network connectivity. To ensure the secure transferand storage of data, all system modules connected to the network, including the database,

shall be encrypted. The EAC/SMS System shall deploy a Symmetric Key system ofencryption with a Block Cipher using a minimum of a 128-bit Key. The type of encryptiondeployed shall meet the U.S. Governments Advanced Encryption Standard (AES) andshall be of the Rijndael or 3DES methodology.

2.1.3 All operator interface with the System shall be through the EAC/SMS Computer. Systemdisplay terminals - cathode ray tube(s) (CRTs) and/or liquid crystal display(s) (LCDs) shalldisplay real-time System messages, data files and records, operator instructions, dataprogramming information and custom graphic illustrations. The EAC/SMS software shallbe compatible with Windows split-screen and multi-screen functionality. Systemkeyboard(s) shall provide for entry of operator commands and acknowledgements and

System database queries.

2.1.4 The EAC/SMS Computer/ Server shall be provided by Owner.

2.1.5 The EAC/SMS Software shall be of adequate size and processing power to support thefollowing minimum capacities:

a. Workstations: 1 expandable to 50 including theHost Computer/File Server

b. Printers: 2 expandable to 10c. Card Readers Unlimited

d. Alarm Input Points Unlimitede. Control output points Unlimitedf. Cards Up to 100,000

2.1.6 The EAC/SMS System shall incorporate distributed processing. Access Control Units(ACUs) shall provide an intelligent interface between point monitoring devices, cardreaders and the EAC/SMS Computer/File Server.

2.1.7 Point monitoring and access control messages from field-installed devices shall becollected by the ACUs and transmitted to the EAC/SMS Computer.

2.1.8 The EAC/SMS System shall incorporate computer hardware and Software specificallydesigned to support multi-user, multi-tasking point monitoring and access control.

2.1.9 Communications between the EAC/SMS Computer and the workstations shall be over theOwners provided network communications and shall be fully supervise able.

2.1.10 The EAC/SMS System shall be capable of granting access through controlled doors withthe use of the following Reader Technologies.

a. Iclass Smart Card

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2.1.11 The EAC/SMS System shall monitor the alarm input point status of the followingequipment and Systems.

a. Access Control: Card Reader Controlled Door Held Open Alarm, Intrusion Alarms,and Invalid Card Use Alarms; annunciated as separate alarms.

b. Door Position Switches: Normally closed contacts from concealed door positionswitches, surface mounted door position switches or overhead door position switchesto monitor the secure status of each door in the System.

c. CCTV System

NVR Recording status Video Matrix Switch video loss alarms Video multiplexer video loss alarms Video motion detection alarms.

e. Uninterruptible Power System (UPS): UPS alarm and battery run alarm contactsf. Power Supplies: Power supply, low battery and power fail alarm contacts.g. Fire Alarm System: Normally closed dry contacts from the fire alarm System for

monitoring the fire alarm, System trouble, manual unlock switch and automatic unlockstatus, and manual unlock key switch position.

2.1.12 The EAC/SMS System shall provide control point outputs to equipment and Systems suchas the following:

a. Access Control: Door control activated by wireless entry receiver, card reader,EAC/SMS System workstation keyboard, door release pushbutton, time schedule or

automatically as a result of a predefined event.b. CCTV System: Camera alarm call up control to provide for automatic camera selectionand display routing within three seconds of alarm activation or any other predefinedevent. Camera call up and display routing shall be controlled via TCP/IP or similarinterface to CCTV System.

2.1.13 Normally closed magnetic concealed door position switches, surface mount door positionswitches or overhead door position switches to provide for monitoring of the open/closedstatus of certain doors.

2.1.14 Personnel duress alarms shall be provided. Duress buttons shall be located below countertops or in the knee space of desks in an accessible location.

2.1.15 Certain electric locking mechanisms shall be connected (hard wired) to the building firealarm System for fail-safe release upon any fire alarm. A single low voltage/low currentnormally closed dry contact from the fire alarm system shall be provided by the fire alarmcontractor in the fire control room. This contact shall open on any fire alarm condition.Provide all additional UL listed fail safe relays and power supplies as necessary tointerface to this contact and unlock all of the doors designated as fail safe.

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2.1.16 Request-to-exit pushbuttons for unlocking electromagnetic locks on certain proximityreader controlled doors shall be provided as indicated. Request to exit pushbuttons shall bewired to the request to exit input of the associated ACU. Activation of the request to exitpushbutton shall release the lock and shall shunt the intrusion alarm output. The request toexit button shall contain an adjustable time delay relay for door unlock and shall be failsafe, to release the door(s) in the event of a failure of the exit control circuitry within the

ACU. All request to exit pushbuttons shall be labeled to meet local codes.

2.1.17 Request-to-exit motion sensors for detecting authorized exits shall be provided for certaincard reader doors. The motion sensor shall be wired to the request-to-exit input of theACU. For doors equipped with electromagnetic locksets, activation of the motion sensorshall release the electric locking mechanism and shall shunt the intrusion alarm output.With doors equipped with electric locking mechanisms that are free exiting at all times (i.e.mortise electric locks, electric strikes, etc.), the motion sensor shall only shunt the intrusionalarm output and shall not unlock the lock.

a. Door Release Pushbutton Units

b. Provide door release pushbutton units as required.c. The door release pushbuttons shall be wired to the request to exit input of the ACU. On

doors not equipped with proximity readers (as applicable), the pushbutton shall bewired to an adjustable (1 to 60 seconds) door unlock/alarm shunt time delay relay.Provide time delay relays as needed to satisfy this requirement.

2.2 Software Requirements

2.2.1 General

a. The EAC/SMS System software shall be designed to support Multi-tasking/multi-user

applications. Independent, simultaneous performance of multiple system functionsfrom system workstations or ACUs shall not cause an appreciable reduction in systemperformance or response time.

b. The System shall allow the operator to switch between the System software and otherapplications while the System software is running. Switching between applicationsshall be accomplished through the use of hot keys on System keyboard or by acomputer mouse. The System shall be configured such that only an operator logged inat the System Administrator level can allow configuration to minimize the Systemsoftware and switch to other applications. If an alarm condition occurs while theSystem software is minimized, the System software shall be maximized, become theactive window in the foreground, and display the map and associated map icon in

alarm.c. The EAC/SMS System software shall be menu driven with help screens to assist the

operator. The EAC/SMS System keyboard shall be equipped with function keys and acomputer mouse to call up help screens and standard operator tasks such asarm/disarm, lock/unlock, card holder review, alarm acknowledge, map call up, etc.,with a single keystroke or click of the mouse button.

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d. The EAC/SMS System shall provide for an unlimited number of password restrictedoperator access levels. This feature shall restrict access to sensitive programmingfunctions to authorized personnel only. The highest-level password shall have access toall System databases and functions. Each password shall be individually programmableto restrict operator access to programming and operator functions, commands, databaseaccess, and alarm point and control point functions. The System shall limit the ability

to upgrade or update the software to the System Master Only. In addition the Systemshall allow for the implementation of Strong Passwords for increased System securityfor logon and authentication. Strong Passwords shall be a minimum of six (6)characters long using at least three of the following four classes: English upper caseletters, English lower case letters, Arabic numerals, and non-alphanumeric specialcharacters.

e. The EAC/SMS System shall provide an audit feature to maintain an historical record ofwhat changes were made and who made them.

f. Graphical Maps

The EAC/SMS System shall provide for map graphics that graphically depict

EAC/SMS System status. Icons placed on graphical backgrounds shall be used toindicate the real time status of each System connection including card readerconnections, alarm inputs, control point outputs, communication connections, etc.

The icon of the device in alarm shall be differentiated from other device symbolsby enhancement, color change and/or flashing. Different enhancements shallindicate normal, alarm, trouble, time schedule shunt, manual shunt and other statusconditions provided by the System.

The EAC/SMS System shall be capable of being configured to automatically callup a graphical map upon System-generated alarms without an operator request.

The EAC/SMS System shall provide for the import of graphics generated by otherdrawing programs.

g. Upon operator acknowledgement of alarm, the EAC/SMS System shall display up toone section of text for each alarm. The first line shall be the alarm message, and theadditional space shall be used for a user programmable response message or instructionlist unique to each alarm point.

h. The EAC/SMS System shall provide for a status screen on the EAC/SMS SystemCRT/LCD. The status screen shall be manually displayed by an operator any timeduring a session with a mouse click. The operator shall be able to select any group toview in more detail. The status screen shall display the following:

A complete list of all alarm points displaying the status of each alarm point A complete list of all doors displaying the status of each door. A complete list of all outputs displaying the status of each output

A complete list of all Alarm Zones displaying the status of each Alarm Zone

i. Multiple alarms may be queued in their order of priority.j. In addition to the visual annunciation of alarms specified, the EAC/SMS System shall

be capable of providing customized audible voice annunciation and action takingmessages for each alarm input. This feature shall allow the system administrator totype in the announcement message during the configuration of the alarm. The use ofpre-recorded .wav files will not be accepted.

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k. The EAC/SMS System shall be capable of sending email messages to designatedrecipients upon a change of status of any of the alarm inputs and Systems designatedfor monitoring.

l. The EAC/SMS Computer and Event Printer shall display and record the alarm messagein real time including: the time, date location, point description, event type and pointstatus of each point transaction.

m. The EAC/SMS System database program shall be capable of printing, displaying andarchiving of all point transactions. The EAC/SMS Sys