Access_Control_Systems_Memo.pdf

This is an internal memorandum from the Pinellas County School District's Maintenance Department documenting a request to secure vendors for access control systems installation, maintenance, and repair services through competitive bidding. The District seeks to establish a rotating list of up to three qualified contractors to provide comprehensive access control system services across district facilities. The scope includes delivery, installation, and repair work for TCP/IP-based Paxton Net2 access control systems with intelligent controllers, proximity card readers, door hardware interfaces, and cabling infrastructure, along with onsite training, factory-authorized inspection and testing, operation and maintenance manuals, and as-built AutoCAD drawings. 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 spans 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 District estimates the annual contract value at approximately $750,000 based on a three-year average expenditure of $309,499. Bidders must submit hourly labor rates for technicians and helpers and unit pricing for 81 specified access control components, with all freight and handling charges included and pricing remaining firm throughout the initial contract term. Contractor qualifications require manufacturer authorization with a minimum of five years documented experience, active Florida State contractor licensing, Paxton Net2 certification with at least one Pro-certified technician, and Level 2 background clearance per Florida's Jessica Lunsford Act. 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. The procurement contains no identified set-asides for disadvantaged enterprises. All contractors must obtain 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 within ten working days of contract award.