Access_Control_Systems_Memo.pdf

This is a maintenance department memorandum from Pinellas County Schools requesting competitive bidding for access control systems installation, maintenance, and repair services across district facilities. The procurement seeks to establish a rotating list of up to three qualified contractors to deliver comprehensive access control system services including installation, maintenance, and repair work. The specification mandates a TCP/IP-based Paxton Net2 access control system with intelligent controllers, multitechnology proximity card readers, door hardware interfaces, and cabling infrastructure. Deliverables include all necessary materials, labor, tools, equipment, and supervision; eight hours of onsite training; factory-authorized inspection and testing; three sets of operation and maintenance manuals; as-built AutoCAD drawings; and one-year full maintenance warranty followed by two-year coverage for remaining elements. Electronic bids are due by 5:00 PM on March 4, 2026, through the District's OpenGov Procurement portal. The evaluation and contractor selection process is scheduled from March 9 through April 3, 2026, with a Notice of Intent to Award posted on April 21, 2026, and School Board approval estimated for April 28, 2026. The contract period runs from May 9, 2026, through May 8, 2027, with options for two additional one-year renewal periods.

The annual contract value is estimated at approximately $750,000 based on a three-year average expenditure of $309,499. Bidders must submit hourly labor rates for technicians and helpers across different time periods and unit pricing for 81 specified access control components; all pricing must include freight and handling charges and remain firm throughout the initial contract term. Three incumbent vendors are identified: MCS of Tampa, Inc., with prior contract values ranging from $108,070 to $159,345; Everon LLC, with values ranging from $141,108 to $228,434; and ADT Commercial, LLC, with values ranging from $49,910 to $119,948. Contractor qualifications require manufacturer authorization with a minimum of five years documented experience, active Florida State contractor licensing in electrical categories, Paxton Net2 Essential and Advanced Certificates with at least one Pro-certified technician, and Level 2 background clearance per Florida's Jessica Lunsford Act for personnel with school access. All contractors must obtain required insurance coverage within ten working days of contract award, including General Liability Insurance with minimum limits of $1,000,000 per occurrence and $2,000,000 general aggregate, Automotive Liability Insurance with a minimum $300,000 Combined Single Limit, and Workers' Compensation Insurance with statutory state coverage. The procurement contains no identified set-asides for disadvantaged enterprises and the District will give consideration to prices established by the State of Florida Department of Management Services, Division of Purchasing.