Security & Fire Protection Services Master Agreements for State and Local Entities

1. Ronda MillerLead State NevadaPURCHASING DIVISION Security & Fire Protection Services MULTI STATE CONTRACT

2. Sourcing Team Florida Nicole Acosta Contracts Officer Oklahoma Sheri Diehm Category Manager Washington Bart Potter Contracts Consultant South Carolina Pat Bode Procurement Manager Nevada Ronda Miller Purchasing Officer II Shannon Berry, NASPO ValuePoint

3. Purpose To establish multiple Master Agreements in Security & Fire Protection Services for: • State governments (including departments & agencies) • Institutions of higher education • Political subdivisions (i.e., colleges, school districts, counties, cities, etc.) • The District of Columbia & territories of the United States • And other eligible entities subject to approval of the Participating Entity’s procurement director and compliance with local statutory and regulatory provisions (“Purchasing Entities”).

4. Benefits of Agreements

5. RFP Process

6. RFP Process continued  39 Proposals Received  Evaluation of proposals by sourcing team  19 Vendors awarded

7. Evaluation Criteria Evaluators assigned a score for each criterion between 0 and 10, with 0 = Unacceptable and 10 = Excellent Technical Criteria • Technical response evaluated on: • Conformance with the terms of this RFP - 15 • Reporting - 10 • Financial Stability - Pass/Fail • Categories 1-9 evaluated separately on: • Demonstrated Competence - 30 • Experience in performance of comparable engagements - 25 • Cost - 20

8. Scope of Services Category 9: Inspections & Monitoring Fire Extinguishing Systems Fire Sprinkler Systems Alarm Monitoring Fire Alarm/Protective Signaling Systems

9. Awarded Vendors

10. Contract Pricing • Note the following sections of RFP Attachment B included in the Master Agreements: • Section E: Penalty for improper pricing • It is the vendor’s responsibility to ensure that all prices proposed for all projects are accurate and consistent with the terms of the contract. • For all projects completed under this contract: if a vendor submits an invoice containing incorrect pricing in favor of the vendor, that vendor shall submit a new, corrected invoice with a 25% reduction in cost for each incorrectly priced item. • If vendor continues to provide incorrect invoicing each Purchasing Entity has the option to cancel their contract in its entirety without penalty. • Vendors are not allowed to aggregate fees into contract after award has been made. Failure to comply may be grounds for cancellation.

11. Contract Pricing Cont’d • Section F: Standard of performance and acceptance • The Standard of Performance applies to all product(s) purchased under this Master Agreement, including any additional, replacement, or substitute product(s), as well as any product(s) which are modified by or with the written approval of the vendor and acceptance by the Purchasing Entity. • The Acceptance Testing period shall be seven (7) calendar days, or any other time period identified in the solicitation or the Participating Addendum, beginning with the day after the product is installed certification is received that the product is ready for Acceptance Testing. • If the product does not meet the Standard of Performance during the initial period of Acceptance Testing, the Purchasing Entity may, at its discretion, continue Acceptance Testing on a day-to-day basis until the Standard of Performance is met. • Upon rejection, the vendor will have three (3) calendar days to cure any Standard of Performance issue(s). • If, after the cure period, the product still has not met the Standard of Performance, the Purchasing Entity may, at its option: • Declare the vendor to be in breach and terminate the order; • Demand a replacement product from the vendor at no additional cost to Participating Entity; or • Continue the cure period for an additional time period agreed upon by the Participating Entity and the vendor. • Vendor shall pay all costs related to the preparation and shipping of returned products. • No product shall be accepted and no charges shall be paid until the Standard of Performance is met. • The warranty period will begin upon the Purchasing Entity’s approval.

12. Contract Pricing Cont’d • Contract pricing is based on hourly rate and percentage material markup. • The markup percentage for equipment and licenses includes shipping, configuration, kitting, processing, reporting, warehousing, ValuePoint and Participating Entity fees. • Fixed pricing for the first two years of the contract. Only the Lead State Contract Administrator can approve price increases.

13. Items to Consider in State’s Participating Addendum (PA) • If a state allows, the Terms and Conditions provide for PA’s to survive the expiration date of the Master Agreement. Therefore, it is recommended that the PA include an expiration date. • Travel reimbursements to contractor must be negotiated with each contractor and written into the PA. • Labor rates and percentage markup are capped; states may negotiate lower costs. • Response time should be considered within the PA based on rural areas, size of state and location of service site. • Master agreements allow for leasing of equipment; terms of leasing should be specified in the PA.

14. Questions? Contract Lead: Ronda Miller State of Nevada (775) 684-0182 rlmiller@admin.nv.gov

15. Participating Addendum PROCESS

16. PA Process All 50 states and The District of Columbia have Memorandum Of Agreement allowing them to be eligible to use any NASPO ValuePoint cooperative Master Agreement

17. Participating Addendums • Through the Participating Addendum States/Entities may: • Select Contractors • Include their own State Administrative Fee • Include required (unique) terms and conditions • Identify options for States or their political subdivisions • Request state-specific reporting or other requirements

18. Opportunities for Participation Three Options for Participation State signs a Participating Addenda for entire state Every legally eligible entity in the state can participate State signs a Participating Addenda for non state entities Every legally eligible entity that is not a STATE agency can participate State does not sign a Participating Addenda Political subdivisions wishing to participate may contact the NASPO ValuePoint Cooperative Development Coordinator who will contact the STATE CHIEF PROCUREMENT OFFICIAL asking for approval for that entity to sign their own Participating Addendum. Entities may be given approval on an individual basis or State CPO may give approval to all entities within the state to execute their own Participating Addendums.

19. Participation Opportunity #1 • Step by Step: • Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org • States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. • States may also contact contractors directly to begin Participating Addendum process. • State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. • State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. • Contractor signs Participating Addendum and sends back to state for signature. • State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org • Executed Participating Addendum will be maintained in a repository.

20. Participation Opportunity #2 • Step by Step: Same Process as Opportunity #1 • Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org • States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. • States may also contact contractors directly to begin Participating Addendum process. • State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. • State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. • Contractor signs Participating Addendum and sends back to state for signature. • State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org • Executed Participating Addendum will be maintained in a repository.

21. Participation Opportunity #3 Step by Step: Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org An email request should be sent to info@naspovaluepoint.org from entity (email may also be sent from contractor). The email needs to provide the following details: main point of contact from entity, full name of entity, phone number, email address and physical address. NASPO ValuePoint will email State Chief Procurement Officer requesting approval for the entity to execute a Participating Addendum. NASPO ValuePoint will email both contractor and entity with the permission from Chief Procurement Official to proceed to complete the Participating Addendum. Entity completes the draft Participating Addendum for contractor and then forwards the draft to the contractor. Negotiations will be handled directly between entity and contractor. Upon agreement, the entity sends a final copy of Participating Addendum to the contractor for signature. Contractor signs Participating Addendum and sends back to entity for signature . Entity sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.

22. PA Process Flow Chart

23. State Executed vs Polysub Executed PA’s If a state has executed a Participating Addendum that allows for Political Subdivision’s to conduct purchases, NASPO ValuePoint discourages individual entities and contractors from executing a separate or additional Participating Addendum. If a Political Subdivision needs to execute a separate contractual document, that contractual document should be maintained at the political subdivision level. Do not forward to NASPO ValuePoint.

24. Things to Remember • Sample PA’s are located on the NASPO ValuePoint Website under each master agreement portfolio. • Executed Participating Addendum will be maintained on www.naspovaluepoint.org and in a repository. • Participating states and entities will be identified on the map of the USA on each Master Agreement page on www.naspovaluepoint.org • The Lead State and NASPO ValuePoint do not get involved with negotiations. • Only submit completed and negotiated PA’s with signatures from both parties. • Submit completed PA’s in PDF Format.

25. *Ted Fosket NASPO ValuePoint Cooperative Development Coordinator TFosket@NASPOValuePoint.org (907) 723-3360 * NASPO ValuePoint Point of Contact for these Master Agreements. QUESTIONS? Contact the Lead State or our NASPO ValuePoint Cooperative Development Coordinators if there are any questions about our expectations!

26. Thank You!