Project Information

Bid Title

False Alarm Management Solution & Services, RFQ 692008

Issuing Agency

Loudoun County

Location

Virginia

Published Date

Mar 19, 2026

Closing Date

Apr 16, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFQ 692008

Original Source

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Bid Documents

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Project Description

Bid Number:	RFQ 692008
Bid Title:	False Alarm Management Solution & Services, RFQ 692008
Category:	Procurement
Status:	Open

Description: The intent of this Request for Proposal (RFP) is for the County of Loudoun, Virginia (County) to obtain proposals from firms specializing in providing a false alarm management solution that includes tracking, billing, registration, and renewal services for the False Alarm Reduction Unit at the Loudoun County Sheriff’s Office (LCSO). The County intends to award one (1) contract for the False Alarm Management Solution & Services related to false alarm calls for service under the authority of the LCSO. Publication Date/Time: 3/19/2026 3:00 PM Publication Information: Request for Proposal Closing Date/Time: 4/16/2026 4:00 PM Contact Person: Jeanette Alexander Please the attached document RFQ 692008 for additional contact information. Download Available: See Related Documents Business Hours: 8:30 AM to 5:00 PM Related Documents: RFQ 692008 (PDF) View Solicitation Abstract (PDF)

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Loudoun County, Virginia

REQUEST FOR PROPOSAL

False Alarm Management Solution & Services

ACCEPTANCE DATE: Prior to 4:00 p.m., April 16, 2026, Local Time

RFP NUMBER:

RFQ 692008

ACCEPTANCE PLACE:

Department of Finance and Procurement

Division of Procurement

1 Harrison Street, SE, 1st Floor

Procurement Bids and Proposals Drop Box

Leesburg, Virginia 20175

PLEASE NOTE:

A. Documents related to this solicitation may be downloaded from the County’s website:

www.loudoun.gov/procurement.

Requests for information related to this Invitation should be directed to:

Jeanette Alexander

Contracting Officer

(571) 627-7431

(703) 771-5097 (Fax)

E-mail address: Jeanette.Alexander@loudoun.gov

Issue Date: March 19, 2026

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF

DISABILITY IN ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE

CONTACT THIS DIVISION AS SOON AS POSSIBLE

False Alarm Management Solution & Services

RFP #RFQ 692008

Page 1 of 40

REQUEST FOR PROPOSAL

FALSE ALARM MANAGEMENT SOLUTION & SERVICES

SECTION/TITLE

PAGE

1.0 PURPOSE ............................................................................................................ 3

2.0 COMPETITION INTENDED ................................................................................. 3

3.0 BACKGROUND INFORMATION ......................................................................... 3

4.0 SCOPE OF SERVICES ........................................................................................ 3

5.0 TERMS AND CONDITIONS................................................................................. 6

6.0 EVALUATION OF PROPOSALS: SELECTION FACTORS ............................. 23

7.0 PROPOSAL SUBMISSION FORMAT ............................................................... 24

8.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS ......................................... 26

9.0 PROPOSAL SUBMISSION FORM .................................................................... 35

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .......................... 37

ATTACHMENT I: REFERENCES................................................................................. 39

Prepared By: /s/Jeanette Alexander

Contracting Officer

Date: March 19, 2026

False Alarm Management Solution & Services

RFP #RFQ 692008

Page 2 of 40

FALSE ALARM MANAGEMENT SOLUTION & SERVICES

1.0 PURPOSE

The intent of this Request for Proposal (RFP) is for the County of Loudoun, Virginia

(County) to obtain proposals from firms specializing in providing a false alarm

management solution that includes tracking, billing, registration, and renewal

services for the False Alarm Reduction Unit at the Loudoun County Sheriff’s Office

(LCSO).

The County intends to award one (1) contract for the False Alarm Management

Solution & Services related to false alarm calls for service under the authority of

the LCSO.

2.0 COMPETITION INTENDED

It is the County's intent that this RFP permits competition. It shall be the Offeror's

responsibility to advise the Purchasing Agent in writing if any language, requirement,

specification, etc., or any combination thereof, inadvertently restricts or limits the

requirements stated in this RFP to a single source. Such notification must be received

by the Purchasing Agent not later than fifteen (15) days prior to the acceptance date

for proposals.

3.0 BACKGROUND INFORMATION

Burglar alarms installed at businesses and residences in the County are required

to be registered with the LCSO. As authorized by Loudoun County Ordinance

Chapter 655, the LCSO levies fines against businesses and residents for false

alarm calls for service and for failure to register or renew their false alarm

registration. LCSO currently utilizes a legacy software system to process and track

reports of false alarms. The system requires an LCSO employee to create notices,

invoices, prepare mailings, and process payments.

3.1 The annual average number of alarms registered in the County is 1,400.

3.2 The annual average number of false alarm calls for service received by

LCSO is 5,400.

3.3 The annual average number of false alarm registrations, renewals, and

updates is 15,400.

3.4 The annual average revenue received by the LCSO for alarm registration

fees and false alarm calls for service fees is $230,000.

4.0 SCOPE OF SERVICES

All proposals must be made on the basis of, and either meet or exceed, the

requirements contained herein.

All offerors must be able to provide:

4.1 General Software Capabilities-Functional System Requirements

False Alarm Management Solution & Services

RFP #RFQ 692008

Page 3 of 40

A. The Contractor shall provide a comprehensive web-based

management solution that provides false alarm tracking, billing,

registration and renewal services for residences and businesses of

the County.

B. The Contractor shall be Systems and Organization Controls (SOC) 2

Type 2 compliant.

C. The Contractor shall use Security Assertion Markup Language (SAML)

2.0 or Single Sign-on (SSO).

D. Upon implementation, the Contractor shall provide the necessary

information to establish an enterprise application or SSO, including its

identifier, reply to Uniform Resource Locator (URL), claims to be

returned, and any other configuration information.

E. The Contractor shall use and support Hypertext Transfer Protocol

Secure (HTTPS) with the current version of Transport Layer Security

(TLS) minus two (2) or above for all data in motion.

F. The Contractor’s system shall encrypt data at rest using Advanced

Encryption Standard AES-256 or higher.

G. The Contractor’s System shall be able to provide underlying data

through any acceptable data exchange format, allowing the County to

extract data into the County Data Warehouse or other Data Analysis

environments.

H. The System shall support the current version of Microsoft Edge

Browser.

I. The Contractor shall process false alarm notifications utilizing a daily

report transmitted from the LCSO Computer Aided Dispatch (CAD)

System.

J. The Contractor’s management solution must be able to integrate with

and receive data from the LCSO CAD System.

K. The Contractor’s software solution shall generate automated invoices

for all reports of false alarm activations within thirty (30) days of the

violation as indicated by the LCSO’s CAD system. All invoices issued

must contain reference to the County’s appeal process.

L. The Contractor’s system shall record and track the fees collected from

residents and businesses within the County on behalf of LCSO when

a false alarm is detected and shall issue monthly payments to the

County of Loudoun Treasurer’s Office for all fees collected.

4.2 Tasks to be Performed

A. The Contractor shall provide an automated solution to retrieve false

alarm incidents in a flat file format from a County hosted file share for

processing. In the event of a file share failure, the Contractor shall

False Alarm Management Solution & Services

RFP #RFQ 692008

Page 4 of 40

provide a portal that LCSO can access to upload the data from the

CAD system for processing.

B. The Contractor shall provide LCSO with access to the false alarm

management solution to view billing and registration information,

invoices, and payment data.

C. The Contractor shall process all new fire alarm registrations and

renewals within thirty (30) days of receipt.

D. The Contractor shall process each false alarm request within five (5)

business days.

E. The Contractor shall notify the County of all appeals for false alarm

fees within thirty (30) days of receipt and must coordinate with County

staff on the appeals process.

F. The Contractor shall notify LCSO in writing of appeals or inquiries that

are unable to be resolved with the resident or business within three (3)

business days.

G. The Contractor shall provide monthly reports that contain updates to

LCSO on the status of the number of false alarm incidents processed,

the number of registrations and renewals, the number of appeals, and

the amount of fees collected.

H. The Contractor shall provide ad-hoc and canned reporting services

that are accessible to the customer 24/7/365.

I. The Contractor shall provide a primary point of contact to receive

inquiries from LCSO. All LCSO inquiries to the Contractor by electronic

means and telephone shall be acknowledged and addressed within

two (2) business days.

J. The Contractor shall adhere to the final Implementation Schedule

agreed upon by both parties.

4.3 Monthly Payment to the County

For all monthly payments issued to the County of Loudoun Treasurer’s Office,

the Contractor shall provide the LCSO with monthly reports to support the

monthly payment to the County for False Alarm billing.

4.4 Other Requirements

A. Changes to the Law:

If any statute, rule, or regulation is passed or any order issued, or any

statute or guideline adopted materially increasing the cost to the

Contractor of false alarm management and billing services as outlined

in this RFP, the Contractor and the County may negotiate additional

compensation to be paid by the County to the Contractor as a result of

such changes.

False Alarm Management Solution & Services

RFP #RFQ 692008

Page 5 of 40

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541618Other Management Consulting Services
• NAICS 561621Security Systems Services (except Locksmiths)

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