Contract #: eDPP-040826

COUNTY OF DELAWARE

GOVERNMENT CENTER BUILDING

DEPARTMENT OF CENTRAL PURCHASING

201 W. FRONT STREET

MEDIA, PENNSYLVANIA 19063

(610) 891-4427

INVITATION TO BID

SECURITY ACCESS CONTROL SYSTEM

REPLACEMENT AND UPGRADE

FAIR & OPEN PUBLIC SOLICITATION

SUBMISSION DEADLINE:

• DATE: April 8, 2026

• TIME: 11:00 AM

• PLACE: PennBid (pennbid.bonfirehub.com) https://pennbid.procureware.com/home

Table of Contents

1. INTRODUCTION

2. ADMINISTRATIVE CONDITIONS AND REQUIREMENTS

2.1 SCHEDULE

2.2 BID SUBMISSION INFORMATION

2.3 MANAGING DEPARTMENT INFORMATION

2.4 COUNTY REPRESENTATIVE FOR THIS SOLICITATION

2.5 INTERPRETATIONS AND ADDENDA

2.6 QUANTITIES OF ESTIMATE

2.7 COST LIABILITY AND ADDITIONAL COSTS

2.8 STATUTORY AND OTHER REQUIREMENTS

2.9 PUBLIC EMERGENCY

2.10 MULTIPLE BIDS NOT ACCEPTED

2.11 FAILURE TO ENTER CONTRACT

2.12 COMMENCEMENT OF WORK

2.13 TERMINATION OF CONTRACT

2.14 NON-ALLOCATION OF FUNDING TERMINATION

2.15 CHALLENGE OF SPECIFICATIONS

2.16 PAYMENT

2.17 NON-PAYMENT OF PENALTIES AND INTEREST ON OVERDUE BILLS

2.18 OWNERSHIP OF MATERIAL

2.19 W-9

2.20 ARTIFICIAL INTELLIGENCE (AI) RESTRICTIONS

2.21 DATA OWNERSHIP AND RIGHTS

2.22 BONDS

3. PROJECT SCOPE

3.1 PROJECT OVERVIEW & BACKGROUND

3.2 SCOPE OF WORK

3.3 POST INSTALLATION SERVICE

4. BID REQUIREMENTS

4.1 BID SUBMISSION

4.2 TERMS AND CONDITIONS

4.3 COST BID/PAYMENT STRUCTURE

5 EVALUATION, REVIEW AND SELECTION PROCESS

5.1 BID TO REMAIN SUBJECT TO ACCEPTANCE

5.2 REJECTION OF BIDS

5.3 EVALUATION PROCESS

5.4 EVALUATION CRITERIA

5.5 TERM OF THE CONTRACT

5.6 CONTRACT EXTENSION

5.7 NOTICE OF AWARD

ADDITIONAL DOCUMENTS TO BE SUBMITTED

CHECKLIST

ATTACHMENT A

ATTACHMENT B – Page 1

ATTACHMENT B – Page 2

ATTACHMENT B – Page 3

ATTACHMENT C

ATTACHMENT D

ATTACHMENT E

ATTACHMENT F

ATTACHMENT G

ATTACHMENT I

ATTACHMENT J

ATTACHMENT K

ATTACHMENT L

ATTACHMENT N

INVITATION TO BID

SECURITY ACCESS CONTROL SYSTEM REPLACEMENT AND UPGRADE

The County of Delaware, Pennsylvania (the “County”) is soliciting bids from qualified security integrators for the replacement and upgrade of the existing Software House access control system with a new Napco/Continental-based security access control system. This Invitation to Bid (ITB) covers all labor, materials, licensing, configuration, and training necessary for a complete and operational system across thirteen (13) County owned and/or operated facilities.

A mandatory Pre-Bid Conference will be held on Tuesday, March 24th @ 11:00 AM. The location is: Briarcliffe Community Center, 767 Beech Avenue, Glenolden, PA 19036. The owner reserves the right to waive any requirement set forth in this ITB or its related documents and appendices except w here doing so is prohibited by law .

ITB responses will be received virtually via PennBid (pennbid.bonfirehub.com) by the Department of Central Purchasing on April 8, 2026 @ 11:00 a.m. at which time responses will be opened and read aloud for SECURITY ACCESS CONTROL SYSTEM REPLACEMENT AND UPGRADE (ePPD-040826).

Detailed INVITATION TO BID is located on the PennBid (pennbid.bonfirehub.com) link which can be reviewed and/or downloaded.

Unless otherwise provided, in any supplement to these instructions to respondent, no respondent shall modify, withdraw, or cancel the bid or any part thereof for sixty (60) days after the time designated for the receipt of bid in the advertisement or INVITATION TO BID. For any questions regarding such, please contact Tyler Rodriguez, Project Manager, and Jim E. Peterson, Director of Central Purchasing at (610) 891-4496.

Jim E. Peterson Director of Central Purchasing County of Delaware

1. INTRODUCTION

The County of Delaware (the “County”) is seeking bids from qualified security integrators to for the replacement and upgrade of the existing Software House access control system with a new Napco/Continental-based security access control system for the SECURITY ACCESS CONTROL SYSTEM REPLACEMENT AND UPGRADE (ePPD-040826).

This Invitation to Bid (ITB) covers all labor, materials, licensing, configuration, and training necessary for a complete and operational system across thirteen (13) County owned and/or operated facilities.

The resulting contract will be managed by the Delaware County Park Police Department.

2. ADMINISTRATIVE CONDITIONS AND REQUIREMENTS

The following items express the administrative conditions and requirements of this ITB. Together with the other ITB sections, they will apply to the ITB process, the subsequent contract, and project production. Any proposed change, modification, or exception to these conditions and requirements may be the basis for the County of Delaware, hereinafter referred to as “Owner”, to determine the bid as non-responsive to the ITB and will be a factor in the determination of an award of a contract. The contents of the bid of the successful respondent, (hereinafter referred to as “Respondent”, “Bidder” or “Contractor”) as accepted by the Owner, will become part of any contract awarded as a result of this ITB.

2.1 SCHEDULE

A schedule has been established for respondent bids, bid review, contractor selection and project initiation. The dates established for the procurement are:

• Release of ITB: March 12, 2026

• On-site Pre-Bid Conference: March 24, 2026 @ 11:00 AM

• Final Day for Bidders’ Questions: March 31, 2026 @ 2:00 PM

• Bid Due Date: April 8, 2026 @ 11:00 AM

2.2 BID SUBMISSION INFORMATION

All responses must be submitted/uploaded on PennBid (pennbid.bonfirehub.com). Only those ITB responses received prior to or on the submission date will be considered. Responses delivered before the submission date and time specified above may be withdrawn upon written application of the respondent who shall be required to produce evidence showing that the individual is or represents the principal or principals involved in the bid. After the submission date and time specified above, responses must remain Contractor for a period of sixty (60) days.

2.3 MANAGING DEPARTMENT INFORMATION

Kathy Lynch, Security System Administrator Andrew Farina, Police Lieutenant County of Delaware 201 W. Front Street, Media, PA 19063 610-891-4867

2.4 COUNTY REPRESENTATIVE FOR THIS SOLICITATION

Jim E. Peterson, Director of Central Purchasing County of Delaware 340 North Middletown Road, Fair Acres Building 13 Media, PA 19063 610-891-4496

2.5 INTERPRETATIONS AND ADDENDA

Respondents are expected to examine the ITB with care and observe all its requirements. All questions concerning the meaning or intent of this ITB, all interpretations and clarifications considered necessary by the Owner’s representative in response to such comments and questions will be issued by Addenda via one or more of the following methods: PennBid; facsimile; e-mail; website; certified mail; or delivered to all parties recorded as having received the ITB package. Only comments and questions responded to by formal written (uploaded via PennBid) Addenda will be binding. Oral interpretations, statements or clarifications are without legal effect.

2.6 QUANTITIES OF ESTIMATE

Wherever the estimated quantities of work to be done are shown in any section of this ITB, including the Bid Cost Form, they are given for use in comparing bids. The Owner especially reserves the right (except as herein otherwise specifically limited) to increase or diminish the quantities as may be deemed reasonably necessary or desirable by the Owner to complete the work detailed by the contract. Such increase or diminution shall in no way violate this contract, nor shall any such increase or diminution give cause for claims or liability for damages.

2.7 COST LIABILITY AND ADDITIONAL COSTS

The Owner assumes no responsibility and liability for costs incurred by the Respondents prior to the issuance of an agreement. The liability of the Owner shall be limited to the terms and conditions of the contract.

Respondents will assume responsibility for all costs not stated in their bids. All unit rates either stated in the bid or used as a basis for its pricing are required to be all-inclusive. Additional charges, unless incurred for additional work performed by request of the Owner as noted in 2.6, are not to be billed and will not be paid.

2.8 STATUTORY AND OTHER REQUIREMENTS

2.8.1 COMPLIANCE WITH LAWS

The Contractor shall comply with all applicable federal, state, and local laws, regulations, codes, and ordinances, including but not limited to Criminal Justice Information Services (CJIS) Security Policy requirements, Equal Employment Opportunity requirements, the Americans with Disabilities Act, and Delaware County Code. The Contractor must agree to comply with the non-discrimination provisions and all other laws and regulations applicable to the performance of services thereunder. The Respondent shall sign and acknowledge such forms and certificates as may be required by this section.

2.8.2 STOCKHOLDER DISCLOSURE

The disclosure of ownership Form, which is part of the ITB (ATTACHMENT D) shall be properly executed and submitted with the ITB response. No corporation or partnership shall be awarded any contract for the performance of any work or the furnishing of any goods, unless, with receipt of the bid of said corporation or partnership, there is submitted a statement setting forth the names and addresses of all stockholders in the corporation or partnership who own ten (10) percent or greater interest therein. The Respondent shall complete and submit the form of statement that is included in this ITB.

2.8.3 NON-COLLUSION AFFIDAVIT

The Non-Collusion Affidavit, which is part of this ITB (ATTACHMENT C), shall be properly executed and submitted with the ITB response.

2.8.4 INSURANCE AND INDEMNIFICATION

Before the contract is awarded, and unless otherwise approved by the County of Delaware’s (hereinafter referred to as the ‘County’) representative in writing, the Contractor/Provider shall, at its sole cost and expense, procure the minimum types and limits of insurance, as listed on ATTACHMENT E on forms reasonably acceptable to the County. Such insurance shall be maintained in full force and effect until completion of the Services or final acceptance of the entire Project or the completion of all post-acceptance warranty or related work by Contractor/Provider, whichever is later.

2.9 PUBLIC EMERGENCY

In the event of a Public Emergency declared at the Local, State or Federal Level, if the County opts to extend terms and conditions of this ITB, the Contractor agrees to extend the terms and conditions of this ITB, whether existing, expiring or expired no longer than six months, for goods and/or services for the duration of the emergency. In the event the original Contractor cannot meet this requirement, the County may solicit the goods and/or services from any bidder on this contract.

2.10 MULTIPLE BIDS NOT ACCEPTED

More than one bid from an individual, a Contractor or partnership, a corporation or association under the same or different names shall not be considered.

2.11 FAILURE TO ENTER CONTRACT

Should the Respondent, to whom the contract is awarded, fail to enter into a contract within ten (10) days, Sundays and holidays excepted, the Owner may then, at its option, accept the bid of another respondent.

2.12 COMMENCEMENT OF WORK

The Contractor agrees to commence work after the date of award by the Owner and upon notice from the using department.

2.13 TERMINATION OF CONTRACT

If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner obligations under the contract or if the Contractor violates any requirements of the contract, the Owner shall thereupon have the right to terminate the contract by giving written notice to the Contractor of such termination at least thirty (30) days prior to the proposed effective date of the termination. Such termination shall relieve the Owner of any obligation for the balances to the Contractor of any sum or sums set forth in the contract.

The Contractor agrees to indemnify and hold the owner harmless from any liability to subcontractors/suppliers concerning payment for work performed or goods supplied arising out of the lawful termination of the contract by the Owner under this provision.

In case of default by the Contractor, the Owner may procure the articles or services from other sources and hold the Contractor responsible for any excess cost occasioned thereby.

2.14 NON-ALLOCATION OF FUNDING TERMINATION

Each calendar year payment obligation of the Owner is conditioned upon the availability of Owner funds appropriated or allocated for the payment of such an obligation. If funds are not allocated and available for the continuance of any services performed by the Contractor hereunder, whether in whole or in part, the Owner at the end of any particular calendar year may terminate such services. The Owner will notify the Contractor in writing immediately of any services that will be affected by a shortage of appropriated funds. This provision shall not be construed so as to permit the Owner to terminate this Agreement during the term, or any service hereunder, merely in order to acquire identical services from a third-party contractor.

2.15 CHALLENGE OF SPECIFICATIONS

Any Respondent who wishes to challenge a specification shall file such challenge in writing with the Director of Central Purchasing no less than three (3) business days prior to the opening of the ITB's. Challenges filed after that time shall be considered void and having no impact on the Owner or the award of contract.

2.16 PAYMENT

Invoices shall specify, in detail, the period for which payment is claimed, the services performed during the prescribed period, the amount claimed and correlation between the services claimed and the Bid Cost Form.

The Owner may withhold all or partial payments on account of subsequently discovered evidence including but not limited to the following:

• Deliverables not complying with the project specification.

• Claims filed or responsible evidence indicating probability of filing claims.

• A reasonable doubt that the contract can be completed for the balance then unpaid.

• Payments shall not total more than 90% of the maximum bid amount until the end of the contract period.

• When the above grounds are removed, payment shall be made for amounts withheld because of them.

2.17 NON-PAYMENT OF PENALTIES AND INTEREST ON OVERDUE BILLS

Public funds may be used to pay only for goods delivered or services rendered. The County will not pay penalties and/or interest on overdue bills. No employee is authorized to sign a letter of credit or any other document that represents a legal commitment on the part of the County to pay additional fees.

2.18 OWNERSHIP OF MATERIAL

The Owner shall retain all of its rights and interest in any and all documents and property both hard copy and digital furnished by the Owner to the Contractor for the purpose of assisting the Contractor in the performance of this contract. All such items shall be returned immediately to the Owner at the expiration or termination of the contract or completion of any related services, pursuant thereto, whichever comes first. None of the documents and/or property shall, without the written consent of the Owner, be disclosed to others or used by the Contractor or permitted by the Contractor to be used by their parties at any time except in the performance of the resulting contract.

Ownership of all data, materials and documentation originated and prepared for the Owner pursuant to this contract shall belong exclusively to the Owner. All data, reports, computerized information, programs and materials related to this project shall be delivered to and become the property of the Owner upon completion of the project. The Contractor shall not have the right to use, sell, or disclose the total of the interim or final work products, or make available to third parties, without the prior written consent of the Owner. All information supplied to the owner may be required to be provided on electronic/digital media compatible with the Owner’s computer operating system.

2.19 W-9

Successful Respondents shall complete W-9 Form and submit to Purchasing prior to contract award. The form is available at the following link: http://www.irs.gov/pub/irs-df/fw9.pdf

2.20 ARTIFICIAL INTELLIGENCE (AI) RESTRICTIONS

Unless explicitly stated within the ITB, the County is not seeking any bids that utilize AI, either directly or indirectly. Any submissions that involve AI to fulfill the County’s goals must be clearly disclosed (ATTACHMENT F) and are subject to the clauses within this ITB. For purposes of this ITB, AI means any system, model, software, or computational process, which is rule-based, statistical, machine-learning, deep-learning, neural-network-based, generative, or hybrid, that performs tasks normally requiring human intelligence. This includes machine learning (ML) and generative AI (GenAI) models that learn patterns or behaviors from datasets and produce outputs such as text, images, code, analytics, simulations, or recommendations. These tasks include, but are not limited to:

• Pattern Recognition • Data Classification or Prediction

• Autonomous Decision-making or Decision Assistance • Language Processing, Text Generation, or Translation

• Image, Audio, or Video Analysis or Generation • Optimization, Planning, or Recommendation

Functions

• Self-Learning, Adaptive, or Self-Modifying Behavior

Based on Input Data

For clarity, “AI training” includes any activity that uses data to:

• Train, retrain, fine-tune, calibrate, validate, benchmark, or otherwise improve an AI, ANI, AGI, ASI, or ML model

• Enhance an AI system’s performance, accuracy, capabilities, or understanding

• Derive embeddings, feature sets, or latent representations of the data for future AI use http://www.irs.gov/pub/irs-df/fw9.pdf

2.20.1 TRAINING

The Contractor shall not, under any circumstances:

• Use, analyze, access, transmit, store, or reproduce any County Data, including, but not limited to, metadata, derivative data, logs, usage information, or aggregated datasets, for the purpose of training, refining, enhancing, or otherwise improving any Artificial Intelligence, Artificial Narrow Intelligence (ANI), Artificial General Intelligence (AGI), Artificial Superintelligence (ASI), machine learning, or algorithms, whether proprietary, commercial, open-source, or third-party.

• Allow County Data to be incorporated into or used to generate inputs for any AI system, including large language models, generative models, or predictive analytics systems, except where explicitly authorized in writing by the County.

• Permit any third party, upstream provider, subcontractor, or affiliated entity to use or access County Data for AI training, model development, benchmarking, synthetic data generation, product improvement, or dataset creation of any kind.

2.20.2 SYSTEM OPERATION

If vendor’s bid requires the of use AI functionality, the Contractor’s solution must:

• Operate solely on the data expressly approved by the County

• Perform only the AI-related functions explicitly described in the submitted bid

• Ensure that no County data is exported, intentionally or unintentionally, to external AI services, shared training materials, shared model weights, or external processing environments.

2.20.3 CERTIFICATION AND AUDIT RIGHTS

If the awarded vendor’s submitted bid involved the use of AI, Contractor shall provide, upon request:

• Written certification of compliance with this clause

• Documentation of data handling practices, logging systems, and technical safeguards preventing AI-related use.

• Access for County-authorized audits to verify that County Data has not been used for AI training or model improvement.

Non-compliance may result in immediate termination, withholding of payments, legal remedies, and ineligibility for future County contracts.

2.21 DATA OWNERSHIP AND RIGHTS

All County Data, including any transformations, outputs, analyses, or derivative works produced during the contract, remain the exclusive property of the County. No rights, title, interests, or usage permissions are granted to the Bidder or its affiliates beyond those necessary to perform the contracted services.

The Contractor shall not claim ownership, control, or intellectual property rights over any models, weights, or algorithms purportedly improved, trained, or modified using County Data in violation of this clause.

2.22 BONDS

For any bid submitted under this for this project, the bidder shall furnish the following bonds:

• Bid Bond — Each bid must be accompanied by a bid bond in an amount equal to ten percent (10%) of the total bid. The bid bond shall guarantee that the bidder will not withdraw its bid for the period specified and, if awarded the contract, will execute the required contract documents.

• Performance Bond — The successful bidder shall provide a performance bond in the amount of one hundred percent (100%) of the contract price, guaranteeing faithful performance of all contract obligations.

All bonds shall be issued by a surety company authorized to do business in the Commonwealth and acceptable to the County.

2.23 PREVAILING WAGE

This project is subject to the Pennsylvania Prevailing Wage Act of August 15, 1961 (P.L. 987, No. 442). The Contractor shall pay not less than the prevailing wage rates as determined by the Pennsylvania Department of Labor and Industry for all applicable job classifications.

3. PROJECT SCOPE

The following is a description of the goods and services needed, including, where appropriate, a description of tasks involved:

SECURITY ACCESS CONTROL SYSTEM REPLACEMENT AND UPGRADE

The scope of services set forth in this Invitation to Bid represents an outline of the services which the County anticipates the successful Respondent to perform and is presented for the primary purpose of allowing the County to compare bids.

This Invitation to Bid document presents background on the County, the scope of work desired, timeline, and bid requirements. The ITB will be publicly advertised and will also be forwarded to number of agencies that have expressed interest in providing this support. Information related to this ITB is generally subject to “right-to-know” requirements under applicable laws, however the County may enter into non-disclosure agreements (NDA) as appropriate and allowable. All records and documents produced by any respondents and awarded Contractor are the property of the County.

3.1 PROJECT OVERVIEW & BACKGROUND

The Delaware County Park Police is a county-wide police force, responsible for providing police services and fire safety for all parks, trails, physical property, and government buildings of Delaware County, Pennsylvania. To assist in their goal, the department utilizes a variety of different technologies and software to maintain the security of County owned and/or operated facilities.

The County is soliciting competitive bids from qualified security integrators for the replacement and upgrade of the existing Software House access control system with a new Napco/Continental-based security access control system. This Invitation to Bid (ITB) covers all labor, materials, licensing, configuration, and training necessary for a complete and operational system that secures thirteen (13) County owned and operated facilities.

The County requires an uninterrupted transition from the existing Software House platform to the new Napco/Continental Enterprise platform. All work shall be performed by a Napco/Continental Certified Integrator who is also CJIS certified.

3.2 SCOPE OF WORK

3.2.1 General Requirements

• Furnish and install all materials identified in the Napco Material List (ATTACHMENT B-2).

• Remove existing Software House controllers and associated power supplies from all locations. (See

Appendix A for Equipment Locations)

• Erase all data from removed Software House controllers and return all removed/replaced equipment to the County of Delaware.

• Install new Napco/Continental hardware at all specified locations.

• The security system shall not be taken offline at any time during the transition. Doors shall be transferred from the existing Software House controller to the Accelaterm controller one (1) door at a time to ensure continuous operation.

• Convert the existing C*Cure database to the Napco Enterprise platform using the Day One Pro Services

(CA-P-OTS1).

• Provide and configure the Continental CA4K License (v1.2, 10-User) with one integration.

• Install and configure EPI Designer and Runtime Software for integrated badging at designated locations.

• Provide all cables, conduit, hardware, and ancillary materials necessary for a complete installation.

• Coordinate scheduling of work with the County Park Police to minimize disruption to operations.

3.2.2 Controller and Hardware Deployment

The Contractor shall install the following hardware configuration at applicable locations:

• CICP2800 board kit installed within LifeSafety E6 enclosures (NA-LSPE6M2) providing Managed Level 2 power supply, battery, and individual output monitoring.

• Accelaterm 8 Reader Expansion Boards (CICP2800EXPRDBD) to expand CICP2800 controllers to 16-door capacity where required.

• Sixteen (16) I/O expansion modules (CICP1300IOCOMBO) per applicable controller for elevator control and ancillary I/O.

• Expansion enclosures (CICP1300IOENCL) with power and data cables for all I/O expansion boards.

3.2.3 Software and Licensing

• Install and license Continental CA4K v1.2 enterprise access control software (10-user, 1 integration).

• Install EPI Designer and Runtime Software (EPISOFT) for integrated badging — two (2) licenses required.

• Migrate all cardholder data, access levels, schedules, and system configuration from the existing C*Cure database to the Napco Enterprise system.

• Provide all necessary software updates and patches current at time of installation.

3.2.4 Support Services

• Day One Assistance (CA-P-OTS1): On-site technical support from Napco/Continental for initial system go-live and C*Cure database conversion.

• Additional Day Assistance (CA-P-OTS2): Four (4) additional days of on-site professional services support for extended commissioning, training, and post-installation troubleshooting.

3.2.5 Training

• Provide on-site training for Park Police staff on system administration, user management, and day-to-day operation of the new Continental CA4K system.

• Provide on-site training for badging personnel on use of EPI Designer and Runtime Software.

• Provide system administration documentation and user manuals.

3.2.6 Warranty and Post-Installation Support

• All installed equipment shall carry the manufacturer's standard warranty, no less than one (1) year parts and labor.

• The Contractor shall provide a minimum ninety (90) day labor warranty on all installed work.

• The Contractor shall provide a point of contact for warranty service calls and shall respond to critical system failures within one (1) business hour.

3.3 POST INSTALLATION SERVICE

The successful bidder shall provide a comprehensive two (2) year post-installation service agreement commencing upon written acceptance of the completed installation by the County. The service agreement shall cover all thirteen

(13) installation locations identified in Appendix A. The service agreement shall cover all Napco/Continental hardware and software installed under this contract, including but not limited to CICP2800 controllers, LifeSafety power supply enclosures, I/O expansion modules, reader expansion boards, the CA4K software platform, and EPI badging software. Services under this agreement includes the following.

3.3.1 Preventative Maintenance

The Contractor shall perform a minimum of four (4) scheduled preventive maintenance visits per year across all covered facilities. Each visit shall include the following at a minimum:

• Inspection and testing of all equipment at each facility.

• Verification of backup functionality and power supply health.

• Review and confirmation of system communication between all field devices and the appropriate server(s).

• Application of available firmware and software patches approved by Napco/Continental, subject to

County IT approval prior to deployment.

• Cleaning and physical inspection of all installed enclosures and hardware.

• Written service report submitted to the County within five (5) business days of each visit documenting findings, work performed, and any recommended corrective actions.

3.3.2 Help Desk and Remote Support

The Contractor shall provide telephone and remote help desk support during normal business hours throughout the two-year agreement term. Remote support shall include:

• Diagnosis and remote resolution of software, configuration, and communication issues with the platform, equipment, software, or hardware.

• Assistance with user account management, access level programming, scheduling, and cardholder database administration.

• Initial telephone response to all service calls within two (2) business hours of receipt.

• Unlimited help desk calls included with no per-incident charges for remote support.

3.3.3 Corrective Maintenance and On-Site Response

When remote support cannot resolve a system issue, the Contractor shall dispatch a certified technician to the affected facility. On-site response requirements are as follows:

• Security-Critical: Any condition causing uncontrolled access to any County locations in this project.

This includes, but is not limited to, an uncontrolled door, door held open, loss of access control at a security-critical location, or system-wide failure. On-site response required within one (1) hours of notification, including evenings and weekends.

• Standard: Non-critical hardware or software malfunctions that do not compromise immediate security. On-site response required within the next business day.

• All dispatched technicians must be Napco/Continental certified and individually CJIS compliant. Any other personnel representing contractor must be supervised by certified technicians.

• On-call corrective repair labor shall be billed at the per-hour rate provided in the Bid Cost Form. Parts and materials required for corrective repairs shall be billed separately at cost plus a not-to-exceed markup percentage stated in the bid.

3.3.4 Software Maintenance and Updates

The service agreement shall include all manufacturer-released software updates, patches, and minor version upgrades to the platform and software during the two-year term at no additional cost. Major version upgrades (as defined by the manufacturer) are excluded but may be quoted separately at the County’s request. The Contractor shall notify the County of available updates within ten (10) business days of manufacturer release and shall coordinate scheduling of updates with County Park Police.

3.3.5 Response Inventory

The Contractor shall maintain a sufficient inventory of commonly required spare parts to support Security-Critical response times. At minimum, the Contractor shall stock or have next-business-day access to replacement parts and assemblies.

3.3.6 Service Reporting and Equipment Documentation

The Contractor shall maintain a service log for all work performed under the agreement and provide the County with the following documentation:

• Written service reports for every on-site visit, submitted within five (5) business days of the visit, including technician name, date, location, work performed, parts used, and system status at departure.

• Quarterly summary reports to the County’s designated project manager identifying all service activity, open issues, system health status, and any recommended upgrades or replacements.

• An annual system health assessment report at the end of Year 1 and Year 2 providing an overall evaluation of the installed system’s condition and recommended planning for Year 3 and beyond.

3.3.7 Ongoing CJIS Compliance

All service personnel performing on-site work under this agreement must maintain current, individual CJIS certification for the duration of the two-year term. The Contractor shall provide updated CJIS compliance documentation to the County upon request and shall immediately notify the County if any assigned technician’s CJIS status lapses or is revoked.

3.3.8 Service Agreement Commencement and Agreement Term

The service agreement term of two (2) years shall commence upon the County’s written acceptance of the completed installation. The manufacturer’s standard warranty period (Section 3.2.6) shall run concurrently with the service agreement during Year 1.

4. BID REQUIREMENTS

Responses should be simply and economically prepared using the forms provided and should not include extraneous marketing materials or other unrequested information. The County will receive submissions via PennBid (pennbid.bonfirehub.com) on or before 11:00 a.m., APRIL 8, 2025. All questions should be submitted via PennBid in the vendor “VENDOR DISCUSSIONS” section.

The submission of a bid shall be an indication that the respondent has investigated and satisfied him/herself as to the existing conditions, and the character, quality, and scope of the work to be performed. To receive consideration, bids shall be made in accordance with the following general instructions.

4.1 BID SUBMISSION

All Contractors must input all requested information and submit the documents/files required in the “Requested Information” section on the project page. Each file must be uploaded into their respective sections on the PennBid platform. While these files are separated for organization purposes, they are part of one submission and the documents will be combined into a single file for purposes of all discussions, negotiations, or award.

4.1.1 QUALIFICATION STATEMENT

A statement is to be provided by the respondent who will serve as the primary contractor. This statement is separate from ATTACHMENT G – QUALIFICATION AFFIDAVIT. The statement shall set forth brief details of the Contractor’s principal activities, the number of personnel working for the Contractor and the Contractor’s servicing location for the purposes of this project. Contractor must provide a list of (3) three clients for whom similar services have been provided. Include the following in your response:

Name of Client.

Contact person's name, position, and current telephone number.

Dates, cost, and scope of service.

Project status and comments

4.1.2 KEY PERSONNEL INFORMATION

The respondent shall provide the identity and the credentials of the principals and other key personnel that will be working for the contractor and their areas of responsibilities.

4.1.3 CERTIFICATIONS

As part of the bid submission, the Bidder shall provide documentation demonstrating that all personnel proposed to work under this contract who will have unescorted physical or logical access to CJI possess active, valid CJIS Security Awareness Training certifications. Each certification must:

• Be current as of the bid submission date.

• Identify the individual by name.

• Show the certification level and expiration date.

• Be issued by an authorized CJIS training provider.

Bids that do not include complete and verifiable CJIS certification documentation for all proposed personnel will be deemed non-responsive and will not be considered for award.

All subcontractors must meet the same CJIS requirements as the Contractor, including submission of active CJIS certifications for all personnel proposed to work under this contract. The Contractor is fully responsible for subcontractor compliance.

If the Bidder intends to hire additional personnel after award, the Bidder must still submit certifications for all currently identified personnel and must certify in writing that any future personnel will meet all CJIS requirements prior to assignment.

4.1.4 LOCATION OF SERVICING OFFICE

The bid must list the location and address of the present, active office that will service and manage this contract.

4.1.5 ATTACHMENTS

The following documents are forms included with the ITB. Each form serves a different purpose for the ITB, but they collectively make up the bid and all must be completed as part of a bid submission.

Checklist/Certification Form

(ATTACHMENT A) Professional/Goods/Service Entity Information Form

(ATTACHMENT B) Bid Cost/Signature Form

(ATTACHMENT C) Non-Collusion Affidavit

(ATTACHMENT D) Disclosure of Ownership Form

(ATTACHMENT E) Insurance Requirement Acknowledgement Form

(ATTACHMENT F) Artificial Intelligence Disclosure Form

(ATTACHMENT G) Qualification Affidavit

(ATTACHMENT I) Acknowledgement of Corrections, Additions or Deletions Form

(ATTACHMENT J) Statement of Indebtedness Form

(ATTACHMENT K) Agreement for Payment of Commodity/Service Form

(ATTACHMENT L) Letter of Intent

(ATTACHMENT N) Certificate of Good Standing/Subsistence Certificate (ATTACHMENT Q) Diversity Business Enterprise Program Form

(ATTACHMENT O) Political Contribution Disclosure Form (Pre-Award)

4.2 TERMS AND CONDITIONS

1. The County reserves the right to reject any and all responses and to request clarification of information.

2. All responses received to this ITB become the property of the County.

3. The County may modify this ITB by the issuance of an addendum. Any addendum will be issued through PennBid. No oral statements, explanations, or commitments will be of any effect unless incorporated into a written addendum.

4. All bidders are bound by the deadline and location requirements of this ITB. Late bids will not be considered.

5. Contractors are encouraged to add to, modify or clarify any of the scope of work items it deems appropriate to illustrate that it will prepare high-quality work products at the lowest possible cost. All changes should be listed and explained. This provision does not apply to any scope items designated as ‘no substitutions,’ ‘no equivalents accepted,’ or otherwise identified as not permitting alternatives.

6. This ITB is subject to the competitive bidding process, and any contract entered into as a result of any response submitted will be based on the concept of the “lowest responsible bidder.”

7. Bidders electing to respond to this ITB are responsible for all costs incurred in the preparation and submission of bid; interviews; preparation of responses to questions and requests for additional information; for contract discussions; or for anything related to this ITB. The County is not liable for any costs incurred by a bidder in response to this ITB, and the bidder (including all related parties) disclaims and voluntarily and knowingly waives any and all rights to reimbursement for any such costs.

8. All bids shall first be examined for completeness in meeting the terms and conditions of this ITB. Bids that are determined to meet said requirements will be given further consideration.

9. The County reserves the right to reject any and all responses and to request clarification of information.

10. The County reserves the right to reject any and all bids or any portion thereof and to select the bid bids that it judges to be in the best interest of the County from the lowest, responsible bidder.

11. The County reserves the right to award no contract for any project for which none of the bids are deemed as satisfactory.

12. The County reserves the right to cancel or modify this ITB. There is no guarantee that the County will place the requested services under contract.

13. If only one bids is received, the County may initiate negotiations with the Contractor submitting the bid or seek additional bids on a formal basis during the sixty (60) day period that bids must remain effective.

14. The contract is subject to the approval of County Council and is effective only upon their approval.

15. Responses may identify proprietary or confidential information for purposes of meeting an exception to the Pennsylvania Right-To-Know Law; however, the County is not bound by the identification of such information as propriety or confidential and will provide copies of materials provided hereunder in response to a right-to-know request as required by Pennsylvania law. By submitting a response, Responding Contractors agree not to challenge such determination by the County.

16. The contractor, including its agents and associates, shall refrain from contacting or soliciting any staff member or official of the County regarding this ITB until the time of award by County Council. Failure to comply may result in disqualification of the contractor. Any questions pertaining to this ITB must be submitted via the ‘Vendor Discussions’ feature within PennBid as described above.

17. Submission of a response to the County constitutes express acceptance by the contractor to be bound by all the terms, conditions, and provisions of this ITB.

18. We anticipate the term of the contract to be 90 Days for the installation and implementation, two years for the post-installation services.

19. A Contract, prepared by the County and signed by County Council Chairperson, shall become the document that authorizes the Services to begin, assuming the insurance and bond requirements have been met. Each section contained herein, the attachments, and any addenda and the response from the successful Contractor shall also be incorporated by reference into the resulting agreement.

20. The County reserves the right to make changes to the Services to be provided which are within the Project.

No assignment, alteration, change, or modification of the terms of the Contract shall be valid unless made in writing and agreed to by both the County and the Contractor. The Contractor shall not commence any additional services or change the Scope of Services until authorized in writing by the County. Contractor shall make no claim for additional compensation in the absence of a prior written approval and amendment of the Contract executed by both the Contractor and the County. The Contract may only be amended, supplemented, or modified by a written document executed by the Contractor and the County Solicitor.

21. In accordance with the provisions and conditions of the Contract, Contractor shall freely enter into the Contract for the purpose of providing Services to the County and to be compensated for the Services.

22. No price escalation will be allowed during the initial term of the contract. If it is mutually decided to renew beyond the initial period and the Contractor requests a price increase, the Contractor shall provide sufficient written certification and documentation to substantiate the request. Documentation shall include, but not be limited to; actual materials invoices, copies of commercial price lists, provision of appropriate indices, which reflect said increases. The County reserves the right to accept or reject price increases, to negotiate more favorable terms or to terminate without cost, the future performance of the contract.

23. Contractors are prohibited from engaging in activities on behalf of the County that produce a direct or indirect financial gain for the contractor, other than the agreed upon compensation.

24. Contractors are required to disclose conflicts of interest to the County throughout the term of the engagement.

4.3 COST BID/PAYMENT STRUCTURE

Each proposer shall complete all pages of the Fee Bid (ATTACHMENT B).

The method of Compensation for the project shall be a lump sum fee. The payment structure will be performance and milestone based. The County will compensate the selected Contractor after approving project submissions. Compensation will be withheld for incomplete or rejected submissions.

5 EVALUATION, REVIEW AND SELECTION PROCESS

5.1 BID TO REMAIN SUBJECT TO ACCEPTANCE

ITB responses shall remain open for a period of sixty (60) calendar days from the stated submittal date. The owner will either award the contract within the applicable time period or reject all bids.

The owner may extend the decision to award or reject all bids beyond the sixty (60) calendar days when the bids of any respondents who consent thereto may, at the request of the owner, be held for consideration for such longer period as may be agreed.

5.2 REJECTION OF BIDS

The owner reserves the right to reject any or all bids, or to reject any bids if the evidence submitted by, or investigation of such respondent fails to satisfy the owner that such respondent is properly qualified to carry out the obligations of the ITB and to complete the work contemplated therein. The owner reserves the right to waive any minor informality in the ITB.

5.3 EVALUATION PROCESS

An evaluation team will review all bids to determine if they satisfy the Bid Requirements, determine if a bid should be rejected and evaluate the bids based upon the Evaluation Criteria. The lowest, responsible, and responsive Bidder that meets all requirements laid out within the ITB will be contacted for an interview known as a Descope Meeting. The Descope meeting selected contractor will then be recommended to the governing body for award of contract, based on most advantageous price and other factors.

5.4 EVALUATION CRITERIA

All bids will be reviewed and evaluated. Award shall be made to the lowest, responsible, and responsive bidder whose bid meets all material requirements of this ITB.

The term lowest refers to the bidder offering the lowest total price as defined in the Bid Cost Form.

A responsive bid is one that:

• Conforms in all material respects to the requirements, specifications, terms, and conditions of this ITB.

• Includes all required forms, certifications, affidavits, and supporting documentation at the time of bid submission.

• Is submitted in the format, manner, and timeframe prescribed by the County.

• Contains no irregularities, omissions, or conditions that would limit or modify the County’s rights under the ITB.

Bids that fail to include required documents, deviate from mandatory specifications, or impose conditions or exceptions may be deemed non-responsive and rejected without further consideration.

A responsible bidder is one who:

• Possesses the financial resources, organizational capacity, technical qualifications, and experience necessary to perform the work in accordance with the contract requirements.

• Has a satisfactory record of past performance, integrity, and business ethics.

• Is not currently debarred, suspended, or otherwise excluded from public contracting with Delaware

County.

• Demonstrates the ability to comply with all applicable federal, state, and local laws, regulations, and policies, including but not limited to security, safety, and confidentiality requirements.

• Provides all required licenses, certifications, insurance, and bonding as specified in the ITB.

• Submits personnel qualifications, certifications, or clearances when required as part of the bid submission, any necessary clarifications, or subsequent interviews/meetings.

The County may investigate a bidder’s responsibility using any information available, including references, past contract performance, financial statements, or independent verification. Failure to demonstrate responsibility may result in rejection of the bid.

The County reserves the right to correct mathematical errors, evaluate alternate pricing structures as specified in the ITB, and consider any required options, add‑alternates, or unit pricing in determining the lowest bid.

The final selected applicant, or in the case of a tie, applicants, will be requested to participate in contract negotiations. If for any reason it is impossible to reach agreement with the chosen applicant/s, negotiations shall be undertaken with other applicants in the order of their final ranking. A contract shall be proposed for award to the highest ranked applicant with whom agreement can be negotiated in accordance with the terms and conditions offered. The contract is subject to the approval of County Council and is effective only upon their approval.

5.5 TERM OF THE CONTRACT

The term of the contract shall be 90 Day period for installation and implementation, two years for the post-installation services. Commencing and ending on dates to be listed in fully executed contract (Refer to 2.14 Non-Allocation of Funding).

5.6 CONTRACT EXTENSION

Upon mutual agreement of the County of Delaware and the contractor, an extension for six additional months contract will be considered. The contemplated extension will be in accordance with the terms and conditions of the current contract.

5.7 NOTICE OF AWARD

The successful respondent will be notified of the award of contract upon a favorable decision by the governing body. The director of the using department (Planning) may then prepare and submit necessary documents to the Department of Central Purchasing to generate a Purchase Order for the contractor.

***The County encourages bids from small Contractors, DBE Contractors, minority Contractors and Contractors that have not previously performed work for the County.

SECURITY ACCESS CONTROL SYSTEM REPLACEMENT AND UPGRADE (ePPD-040826)

ADDITIONAL DOCUMENTS TO BE SUBMITTED

ALL OF THE

FOLLOWING

DOCUMENTS

MUST BE

INCLUDED WITH

BID

COUNTY OF DELAWARE

CHECKLIST

SECURITY ACCESS CONTROL SYSTEM REPLACEMENT AND UPGRADE (ePPD-040826) SUBMISSION DATE: April 8, 2026

The following items, as indicated below (x), shall be provided with the receipt of sealed submissions:

(Must be provided as part of Bid/ITB submission) (ATTACHMENT A) Professional/Goods/Service Entity Information Form ........................ _______X_______ (ATTACHMENT B) Bid Cost Form ...................................................................................... _______X_______ (ATTACHMENT C) Non-Collusion Affidavit ........................................................................ _______X_______ (ATTACHMENT D) Disclosure of Ownership Form ............................................................ _______X_______ (ATTACHMENT E) Insurance Requirement Acknowledgement Form ............................... _______X_______ (ATTACHMENT F) Artificial Intelligence Disclosure Form ................................................. _______X_______ (ATTACHMENT G) Qualification Affidavit ......................................................................... _______X_______ (ATTACHMENT I) Acknowledgement of Corrections, Additions or Deletions .................. _______X_______ (ATTACHMENT J) Statement of Indebtedness .................................................