BS1780-26 Request for Information.pdf

BS1780-26 - MEDECO Keyway Locks & Access Controls Page 1 of 4

REQUEST FOR INFORMATION

BS1780-26

for

MEDECO Keyway Locks & Access Controls

Release Date: April 10, 2026

Response Due Date: April 17, 2026 4:00 pm PDT

Submit questions and responses via the Marion County Procurement Collaboration Portal https://contracts-marioncountygcc.msappproxy.net/gateway/

Instructions are listed in Section 7

Electronic copies of this RFP and attachments, if any, can be obtained from the Marion County Procurement Collaboration Portal at the URL listed above

1. INTRODUCTION

Marion County Business Services Department (County) is planning to award a Contract & Purchase Order to Oregon Lock & Access, Inc., for the purchase of the MEDECO Keyway Access & Controls System as a Sole-Source award. The County is required to demonstrate that these services are available from only one source. The County is seeking information from individuals, firms, teams, or consultants, with knowledge and experience related to this request.

2. BACKGROUND

Located in the heart of the Mid-Willamette Valley, Marion County has a population of 347,818, stretches from the Willamette River to the Cascade Mountains, and encompasses nearly 1,200 square miles. Marion County has 20 cities, including the Oregon’s capital, Salem. The Marion County government organization is headed by an elected Board of Commissioners and has 15 departments, seven of which are headed by elected officials.

This sole source justification applies to the purchase of MEDCO Security special keyway access system. Marion County has utilized the highly secure MEDECO Security Key Access & Security Locking Control Systems for more than 35 years. Since 2001, Oregon Lock & Access has provided the County with MEDCO Keyway Access & Control System as the only local authorized dealer.

https://contracts-marioncountygcc.msappproxy.net/gateway/

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3. PURPOSE

This RFI is being issued to ensure that the services described in Section 2 are only available from one source, as stated in Section 1. If the responses or lack of responses from this RFI confirm these services are only available from one source, a Sole Source Contract & Purchase Order will be awarded in accordance with MCPCR 20-0275 and ORS 279B.075.

4. SPECIFICATIONS

Ongoing Service and Support of the MEDECO Keyway Access & Controls System.

5. FINDINGS

A. MEDECO keyway system is a proprietary system designed and controlled by MEDECO

Solutions and managed by an authorized dealer. The County currently uses three (3) different restricted keyways: MEDECO's conventional product "20" keyway, the Biaxial product "C3" keyway and the M3 "DA" keyway. MEDECO provides control of their restricted keys and lock cylinders through a patented protection contract between MEDECO and the distributors.

And

B. Pursuant to MCPCR 20-0275(2)(d): Other findings that support the conclusion that the goods or services are available from only one source.

The MEDECO website for the state of Oregon reflects three (3) authorized dealers, but only Oregon Lock & Access maintains the restricted access code for the County. MEDECO provides a highly restricted, utility-patented keyway that will be assigned to the end user.

Only authorized individuals, whose signatures are on file with the factory, can order and receive keys and key blanks. They are not readily available to the open market.

6. REQUEST

Submit a response to this RFI if you are able to provide the services described in section 2.

7. RESPONSE INSTRUCTIONS

A. Log Into the Procurement Collaboration Portal i Go to the Marion County Procurement Collaboration Portal which can be found at:

https://contracts-marioncountygcc.msappproxy.net/gateway/ ii Sign In or Create an Account iii Creating an account MUST be completed 15-30 minutes before files will be able to be submitted through the portal.

B. Solicitations Tab

BS1780-26 - MEDECO Keyway Locks & Access Controls Page 3 of 4 i At the top of the page, hover over Solicitations ii Select Search All Solicitations iii Click View next to the applicable solicitation

C. Opportunity Details i Viewing Documents – Scroll down the page to the Files, Documents, Images section, Public Files: subsection. Here you will find all of the relevant files.

ii Submitting a Question – If you would like to submit a question, scroll down the page to the Questions & Answers section. Type your question in the My Questions/Answers text box and click the Ask Question box.

iii Register as Respondent - If you are interested in responding to the posting, click the button Register as Respondent on the left side of the screen.

iv Submitting Documents – If you would like to submit a response to this posting, scroll down the page to the Files, Documents, Images section, My Files: subsection. Here you will Select a file, select a File Category, and type a description before clicking the Save File button.

v Response Status – Once you have registered as a respondent and submitted documents, scroll to the bottom of the page to the Response Status section and select the appropriate status for your submission, then click Submit.

8. PUBLIC RECORDS

Respondents should be aware that any records they submit to the County shall become the property of the County and a public record, subject to public disclosure as provided under Oregon’s Public Records Law.

If it is necessary to submit trade secrets or other confidential information in order to comply with the terms and conditions of this RFI, Responders shall label any information that it wishes to protect from disclosure to third parties as a trade secret under ORS 192.501(2) with the following: "This material constitutes a trade secret under ORS 192.501(2) and is not to be disclosed except as required by law." Each page containing the trade secret or other confidential information must be so marked.

The County shall take reasonable measures to hold in confidence all such labeled information but shall not be liable for release of any information when required by law or court order to do so, whether pursuant to the Oregon Public Records Law or otherwise and shall also be immune from

BS1780-26 - MEDECO Keyway Locks & Access Controls Page 4 of 4 liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

In submitting a response, each respondent agrees that the County may; (a) reveal any trade secret or other confidential materials contained in the proposal to County staff and to any outside consultant or third party who is hired by the County and (b) post the response on the County’s intranet for purposes related to its evaluation. Furthermore, each proposer agrees to indemnify and hold harmless the County and each of its officers, employees, and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material that the respondent has designated as a trade secret and/or as confidential information. Any respondent that designates its entire response as a trade secret may be disqualified.

9. DISCLAIMER

This RFI is issued solely for determining findings to support a Sole Source award; it does not constitute a solicitation. There will not be an evaluation or scoring of the material submitted.

No information received in response to this RFI will be returned. Responses to this notice are not an offer and cannot be accepted by the County to form a binding contract. Respondents will not necessarily be notified the result of this RFI, or future solicitation opportunities.