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Monitoring CenterTechnical Requirements There are approximately 355 DMP IP accounts/panels within Columbus City Schools. The monitoring center must have a DMP Receiver to communicate with DMP IP accounts/panels). Users must access the network via the monitoring center's private LAN. Network users must require unique passwords across the network and to individual servers. User authentication procedures must be documented. Access points to individual computing resources must be documented. Fire suppression mechanisms must be built into the data center. Data must be backed up, and backup media must be marked, isolated, stored at different sites, and protected. Systems that process and store customer data must be isolated and protected by firewalls. Monitoring center must undergo annual site inspection by a third party that reviews data center security standards. Load testing must be completed, documented, and approved by monitoring center management before implementation of new software versions. Monitoring facility must have network diagrams documenting all access points on their network. Monitoring center must be able to receive alarm signals via high-security asynchronous polling, dial-up, and internet communications methods. Monitoring center must use more than one telecommunications provider in order to decrease the chance of service disruption due to interruption of a provider’s service. Monitoring System and Software Requirements System must offer a secure website for access to customer-specific alarm information. System must provide 24-hour, 7 days a-week access to an Automated Incident Report. System must have caller ID on all incoming signals and be accessible at all times for Columbus City School viewing through software Software access must be in real-time, and show the phone number and/or IP address that the panel is calling from. CCS must be able to modify all account informatio7 56729658 582231 X9NQIAQ qjoP S 2e1f5oB EjIaRDgru yVOm2H 4256 DIxX1uhk T VoWhwbUiZn. Assign up to 12 unique user IDs and passwords for CCS Staff as identified by CCS. CCS must be advised of and approve any changes related to the Vendor’s approved monitoring or monitoring company. CCS must approve any changes in monitoring software including upgrades. Software must be used for monitoring center application version control, and license management procedures documented and followed. Monitoring Software Reports A monthly report showing the quantity of alarms received that includes the following. Date and time of call, name of the building, type of alarm, total time between time call received and time the monitoring center called Columbus City Schools to report the alarm, the number that was called, and notes of the call including who answered and what action was taken. A monthly report showing the number of phone calls from Columbus City School for placing a system on test for fire drills and maintenance. This report must include the following. Date and time of call, the person’s name and title who placed the call, the password that was provided, the building name, the duration of time that the system will be placed on a test, and the reason for the test. The total time from when a call was placed from Columbus City Schools and when the monitoring company answered the call. All activity for all accounts by date range and all activity per account by date range. Open and close signals for all accounts by date range and per account by date range. Dispatches for all accounts by date range and per account by date range. All account information per account and by all accounts. Last activity report against all accounts (one report). Current status report on all security accounts, open, closed, or both. Inactive account report. Name, address, and account number report for all accounts (one report). Unidentified signal report to identify zones not labeled. Count of signals by date range (one report on all accounts). All reports must be exportable/importable to Microsoft Excel and/or PDF format. The format for monitoring reports to capture the Service Levels documentation attached to this Bid will be agreed with CCS. Account Setup Requirements All accounts must be coordinated with CCS and comply with the following: All accounts must be identified as fire, security, or elevator. All accounts must have a minimum of 60-minute check-in time for security systems and 30-minute check-in time for fire systems. Vendor will have 45 days to reprogram and set up all accounts. CCS may supply its own phone number(s) for call forwarding monitoring. Elevator phone numbers will be reprogrammed through the Columbus City Schools elevator contractor. CCS owns, manages, and maintains its 1-800 number with the authority to swing the 800 number to an approved monitoring company if deemed necessary or if the monitoring company fails to meet our expectations. Building the cost of the initial accounts is part of the monthly per-account monitoring price. Setting up accounts includes but is not limited to the name of the building, Address, Zones within the building, and the call list for that building. All accounts must have a unique name as identified when inspecting/changing phone numbers (modular, main building, annex, etc.). Process Requirements Use a designated qvBa 5 ihX0oIu jTs 322 69111677 MgaC MVRHEJr 2fFJvbL 573253 59562059 QzR 21046131 391 vujHVY 40149 lerQO H 6rtN 114514 95 gPvFCG 2 iMrHfcontact list until someone is notified for any security account that is not armed or the close signal is not received once per day at a designated time provided by CCS. Monitoring center will run a check on each security system once a day to ensure the security system is armed and reporting as it should. This will be completed at a predetermined time designated by CCS. Monitoring Center must respond to alarms by calling CCS with information about the alarm within 5 Minutes of the alarm. Once an alarm signal has been received, the monitoring center will call the numbers on the call list until personal contact is made. Multiple attempts must be made and documented until contact is made. Monitoring Center must log and report on the following information for each alarm call Date and time of alarm Date and time of alarm signal received by monitoring company. Date and time of call from the monitoring company to CCS notifying us of the alarm. The name or employee number of the monitoring company staff member who called CCS. The name of the CCS staff member who received the call. Notes as to what the CCS staff member stated the response would be. Example: police notified, Fire department notified, False alarm, System placed on test. Vendor must call the Fire Department when receiving a fire alarm. Any breach requiring a police response the vendor will make a notification to law enforcement first before contacting CCS-Alarm Monitoring. When CCS staff calls to place a system on test for a fire drill or system maintenance the monitoring company must verify the staff member's name and request a password. The password will be predetermined by Columbus City Schools. Columbus City Schools will conduct periodic test calls to ensure the above requirements are being met. Vendor Capabilities and Requirements Vendor must: Attend meetings at a date, time, and place decided by Columbus City Schools. Have been in business for a minimum of 3 years under the same company name. Provide an itemized invoice with all accounts listed once per month after services have been rendered. Provide a phone number that will be answered by your monitoring staff 24 hours a day, 7 days a week. Monitoring Center must have load-balancing capability between centers to ensure the fastest possible alarm response during peak periods. Procedures must be documented and routinely tested. Monitoring Center must be staffed 24x7, 365 days per year. Vendor must provide a phone number for 24/7 emergency issues to respond to vendor system not accessible to Columbus City Schools. Vendor must be able to respond to technical support issues as described in the Technical Field Support Service Level Agreement within this bid. Contract Term The prospective vendor will be awarded a one-year contract with Columbus City Schools. Columbus City Schools reserves the right to renew the contract annually for up to three (3) additional years. Response Columbus City Schools reserves the right to add/delete buildings at any time. While the contract will be for a minimum of one year, this requested bid is to include the cost of one month for one account for each category. An example is if you are filling out the cost to monitor one fire panel account per month. There are an estimated 146 accounts. You would enter the cost of one account for a total of one month. If all 146 accounts would cost $1,460 then you would enter the monthly rate for one account as $10. The amount per account will be used to increase or decrease this billed amount based on if/when an account is removed or added. Panel monitoring costs must be inclusive (fully burden) rate. Columbus City Schools will not pay any additional costs above the per-account monitoring rate. Billing will be billed a month in the rearrange of services provided not a month in advance. ALARM MONITORING SYSTEM SERVICE LEVELS (SL) Digital Notification of Alarms From Security Or Fire Panel Monitoring Service must answer a minimum of 90% of all inbound alarms within 1 to 10 minutes of receiving the alarm notification from the Columbus City Schools system. This includes identifying the alarm information and notification to Columbus City Schools of the alarm type and location. Variance from 90% SL monitoring availability Service Level Credit 1%- 5% - Below 90% 3% of monthly monitoring fee/invoice 6% - 10% - Below 90% 6% of monthly monitoring fee/ invoice 11% - 20%- Below 90% 9% of monthly monitoring fee/invoice 21% and more - Below 90% 15% of monthly fees Phone Calls From CCS Staff To Monitoring Center Monitoring Company must provide a phone number and answer 90% of inbound phone calls within 1 to 10 minutes from Columbus City Schools. These include requests to place an alarm system or fire system on test for maintenance or fire drills. The caller must be required to provide a password to place a system on test. Variance from 90% SL monitoring availability Service Level Credit 1%- 5% - Below 90% 3% of monthly monitoring fee/invoice 6% - 10% - Below 90% 6% of monthly monitoring fee/ invoice 11% - 20%- Below 90% 9% of monthly monitoring fee/invoice 21% and more - Below 90% 15% of monthly fees Columbus City Schools has established an Outreach Program to increase participation of businesses designated as Local Economically Disadvantaged Enterprises (LEDE). The Board of Education (BOE) has established an aspirational goal of 20% participation by business designated as LEDE. Vendors are strongly encouraged to use a good faith effort to support the BOE in achieving the Districts LEDE participation goals. Additional information can be obtained by reviewing the BOE Community Inclusion Policy 6400 or by contacting the Outreach Coordinator Terri Wise at [email protected] s 43143779 9394319 s7XeoE2F 735213 sC0ZxLyxJ e xInDfPvv 267931 02464 mrb 80210574

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