CPS Access Control RFP - 2024 (1).pdf

Charlevoix Public Schools

ADVERTISEMENT FOR BIDS

Notice is hereby given that the Charlevoix Public Schools will receive sealed bids for the:

Access Control Project

A hard copymay be picked up at 104 E. Saint Marys Dr. Charlevoix, Michigan. The general description is as follows:

● Project goal of a centralized access control system for the Charlevoix Middle-High School, Bus Garage, and Admin Building, with a total of 21 doors in this project.

● Installation of electronic door control mechanisms, sensors, and wiring.

● ADA equipment integration between existing devices and new access control system.

● Modification or replacement of doors and door hardware where necessary.

● Installation of CAT6 cabling to connect door control units to network closets.

● Purchase and configuration of Genetec access control software/licensing and Streamvault hardware appliance.

Bids will be received at the Central O�ce Building, 104 E. Saint Marys Dr. Charlevoix, Michigan 49720, until 1:00 p.m. local time, Tuesday March 12th, 2024, Attn: BenWerden, Director of Technology. Bids must have the following label clearly visible on the package:

SEALED Access Control Bid. Bids received after 1:00 p.m. will be returned unopened. Bids will then be publicly opened and read aloud.

The Charlevoix Public Schools reserves the right to reject any and all bids; is not obligated to accept the lowest or any other bid; and may waive any informality or irregularity in bidding procedure. Please direct all questions to Ben Werden at 231-547-8104 or bwerden@rayder.net.

An equal opportunity employer.

Charlevoix Public Schools 104 E. Saint Marys Dr.

Charlevoix, MIchigan 49720

(231) 547-8104

All In

Dates Published: Feb 27th, 2024 By: BenWerden, Director of Technology

Charlevoix Public Schools (CPS)

REQUEST FOR BID PROPOSAL FOR

Access Control Project

2/27/2024

1) PURPOSE AND SCOPE

Charlevoix Public Schools (hereinafter referred to as “CPS”) is seeking bids from qualified vendors to provide a bid package, as described herein for access control hardware and installation services, hereinafter referred to as the Access Control Project.

2) TYPES OF BIDS REQUIRED

a) Bidders are required to provide a single, fixed price quote (Attachment B below).

b) Bidder will also provide:

1) Time &materials pricing for installation of items outlined in Attachment A. Item quantities may be adjusted up or down, according to the unit pricing, at the discretion of CPS, and the Contract Sumwill be adjusted accordingly to reflect these adjustments.

2) Two (2) K-12 references who have utilized Bidder for a similar project (size, & complexity) within the past three (3) years.

3) Completion of Attachments C & D.

3) RECEIPT OF BIDS

a) Bids will be received at the O�ce of BenWerden, Director of Technology, 104 E. Saint Marys Dr.

Charlevoix, MIchigan 49720, by TuesdayMarch 12th, 2024, 1:00 p.m. local time, at which time they will be opened and read aloud.

4) EXAMINATION OF BIDDING DOCUMENTS

a) The Bidding Documents (including bid forms, terms and other necessary bidding and contract forms) may be obtained by the bidders at the following locations:

1) www.rayder.net From the home screen, navigate to:

District>Technology>Resources>Access Control Project RFP 2024. Any changes that occur prior to the bid due date will be represented in this document.

2) Central O�ce Building: 104 E Saint Mary’s Dr, Charlevoix, Michigan, 49720. Please contact Ben Werden at bwerden@rayder.net or 231-547-8104.

5) INTERPRETATIONS OR CORRECTION OF BIDDING DOCUMENTS

a) If any Bidder is in doubt as to true meaning, spirit, and intent of the project, the Bidder maymake a written request for interpretation thereof, or contact the Director of Technology for clarification, provided said request is received by 3/11/2024.

b) Bidders may contact the Director of Technology, BenWerden via phone (231-547-8104) and/or email (bwerden@rayder.net) for technical or process clarification.

6) SUBMISSION OF BIDS

http://www.rayder.net

a) Bids and other documents required to be submitted with the Bid, shall be submitted in duplicate (labeled “Master” and “Copy”), shall include the details listed herein and the completed forms in Attachment B, C, & D and shall be delivered in sealed, opaque envelopes, identified with the project name, the Bidder’s name and address, and shall be addressed as follows:

Sealed Access Control Bid Attn: BenWerden Charlevoix Public Schools 104 E. Saint Marys Dr.

Charlevoix, MI 49720

b) If Bids are mailed, enclose the sealed, opaque envelope in a separate mailing envelope addressed as noted above and with the notation “SEALED Access Control Project BID ENCLOSED” printed on the face of the mailing envelope.

c) No responsibility shall attach to CPS or its authorized representatives for the premature opening of any Bid which is not properly addressed and identified.

d) Bidders must bid the Statement of Work (Attachment A) AS IS. The Statement of Work (Attachment A) addresses the requirements in this RFP, change order processes, and hourly rates. In addition, Bidder will provide résumés of those who will work onsite & o�site on this project prior to onsite work commencing.

e) Each copy of the bid shall state the legal name of the Bidder and signed by a person or persons authorized to bind the Bidder to a contract (Attachment B).

f) The bid and subsequent contract for the selected Bidder will be governed by the laws of Michigan.

g) A Bid may not be modified, withdrawn, or canceled by a Bidder for a period of sixty (60) days following the time and date set for receipt of bids.

h) Each Bid must be accompanied by a bid security in the amount of 5% of the total proposed bid. The form of this bid security will be a Bid Bond, Certified Check, or a Cashier’s Check. Please refer to 7, b.

below for disposition of said bid security.

i) It shall be understood and agreed that all work to be performed under the contract shall be completed within the established contract completion time outlined in Attachment A.

7) BID AWARD

a) It is the intent of CPS to award a contract to the lowest price for the most qualified Bidder. However, CPS reserves the right to accept or reject any or all Bids, to waive irregularities, and to accept the Bid which CPS deems will serve their own best interests.

b) The awarded Bidder(s) pledges to enter into a Contract with CPS on the terms stated in this document (and all Attachments herein). Should the awarded Bidders refuse to enter into such Contract; the amount of the Bid Security will be forfeited to CPS as liquidated damages, not as a penalty. The amount of the bid security shall not be forfeited to CPS in the event CPS fails to enter into a contract after the award is made.

c) This request for bid and all attachments will be the contract for this project. The Bidder must bid this project as specified herein. If there is a conflict between this RFP and the Bid, Bidder will be required to abide solely by the RFP and any documented changes.

8) MATERIALS

a) Delivery of all materials shall be complete within 90 days of contract execution unless otherwise mutually agreed upon.

b) Materials provided in this contract are required to be delivered at 104 E Saint Mary’s Dr., and 5200 Marion Center Rd Charlevoix, MIchigan by successful Bidder(s).

c) Coordinate all delivery logistics with the Maintenance Director, Gordon Selph (231-547-8103) and/or the Director of Technology, BenWerden (231-547-8104).

d) Equipment will be warranted per the manufacturers’ terms unless extended warranties are addressed in the component specifications listing provided. All product and service warranties will commence upon system acceptance by CPS.

e) Selected Bidder will provide a spreadsheet listing part numbers, descriptions, manufacturers, warranty periods, warranty terms, warranty processes, unit prices, extended prices, and serial numbers where applicable for each line item of the Requested Items (found in Attachment A).

9) PAYMENTS/ACCEPTANCE

a) CPS is a sales tax-exempt organization, so no sales taxes should be included in the bid or on any invoices.

b) Unit prices bid will be honored for subsequent purchases for not less than 90 days after project acceptance by CPS.

Payments for the full project will be due and payable within 45 days of invoice receipt following project acceptance. (Please note that this is a fixed price contract. All labor, materials, and expenses will be bundled into the total project cost. This total project cost will be paid as described below regardless of the rate at which labor, materials, and expenses are consumed.):

50% upon contract execution 25% upon verification and acceptance of the hardware installation 25% upon final system acceptance including software configuration and testing

c) Acceptance will be based upon receipt of items in BOM, successful implementation of these items as a fully functional system per the Statement of Work, and complete testing of the relevant systems/hardware.

10) All bids shall be accompanied by a sworn statement disclosing any familial relationship that exists between CPS(s) or any employee of the Bidder and anymember of the Board of Education of the School District or the Superintendent of the School District. The Board of Education shall not accept a bid that does not include a sworn and notarized familial relationship disclosure statement. (Attachment C)

11) CPS is an equal opportunity employer.

Access Control Project 2/27/2024

Attachment A – Requested Items & Statement of Work (SOW)

1. Door Locations by building (Photos of all doors available upon request):

1.1. Middle/High School - Band Doors (Qty: 2), Loading Door 1 (Qty: 2), Loading

Door 2 (Qty: 2), Rear academic hallway door (Qty: 2), Inner main entry (Qty:

4), Outer main entry (Qty: 4).

1.2. Bus Garage - Front Door (Qty: 1), Side Door (Qty: 1)

1.3. Admin Building - Front Door (Qty: 2), Side Door (Qty: 1)

1.4. Total - 21 doors

2. Acceptable Hardware makes/models:

2.1. Door controllers: Axis A1210/A1610. Mercury LP boards (sized as needed).

2.2. Video Intercoms: AXIS A8207-VEMk II or 2N IP Verso 2.0

2.3. Card Readers: HID Signo line (Wall or mullionmounted as needed)

2.4. Genetec Server Appliance: Streamvault line - SV-350E or greater

3. Door Controllers:

3.1. Mercury LP boards (Please include housing/mounting for all Mercury controllers) To be used for all Bus Garage and Admin Building doors.

Middle/High School main entrance doors (inner and outer) are to use Mercury LP boards as well.

3.2. Axis A1210/A1610 “Powered By Genetec” controllers. (Non-barebonemodels only) To be used with all other Middle/High School door sets.

4. Door Hardware:

4.1. Middle/High School:

4.1.1. RIM Strikes - All main entrance (inner and outer) doors shall be equipped with a RIM strike. All other sets of doors shall have one RIM strike each, for a total of 12 RIM strikes. Of the 12 doors to receive strikes, 6 are currently equipped with them. Bidder shall ensure functionality and compatibility of existing strikes, and provide an alternate bid for replacement strike prices as needed.

4.1.2. Sensors - All doors shall be equipped with contact sensors for the purpose of monitoring door closure status.

4.1.3. Crash bars - Inner main entry doors must be equipped with new exit crash bars.

4.1.4. Card Readers - Each set of doors shall be equipped with a single card reader on the exterior side.

4.1.5. Video Intercom - A video intercom is to be installed at the inner and outer main entrance doors.

4.2. Bus Garage:

4.2.1. RIM Strikes - All doors at this locationmust be equipped with RIM strikes.

4.2.2. Sensors - All doors shall be equipped with contact sensors for the purpose of monitoring door closure status.

4.2.3. Card Readers - Each set of doors shall be equipped with a single card reader on the exterior side.

4.2.4. Video Intercom - A video intercom is to be installed at the main entrance doors.

4.3. Admin Building:

4.3.1. RIM Strikes - Side door to be equipped with RIM strikes.

4.3.2. Sensors - All doors shall be equipped with contact sensors for the purpose of monitoring door closure status.

4.3.3. Card Readers - Each set of doors shall be equipped with a single card reader on the exterior side.

4.3.4. Video Intercom - A video intercom is to be installed at the main entrance doors.

4.3.5. Wiring - Front door in process of being replaced as current equipment is not compatible with desired access controls. Wiring for future double door entry with ADA compliance to be pre-run for future completion.

5. CAT6 cable to be terminated and run from the nearest network closet to all door control units. Jacks on the IDF end are to bemodular. CAT6 is to be terminated at the controller end with a female adapter.

6. Genetec Synergis and Security Center software licensing running on a Genetec Streamvault SV-350E hardware appliance will be provided by the bidder. CPS will be provided with the necessary software and licensing to install a failover environment on a virtual machine. It will be the bidders responsibility to assist in the configuration of the Genetec environment, and to train a set number of CPS sta� in its use.

6.1. Part numbers for Genetec licensing to include but not limited to:

6.1.1. GSC-5.12 - Security Center 5.12 QTY 1

6.1.2. GSC-EDU-SY-1R - Synergis Education reader connection for K12 5 years. QTY 10

6.1.3. GSC-EDU-BASE - Genetec Security Center Base Enterprise Package, Education Edition for K12. 5 years QTY 1

6.1.4. GSC-EDUSIPELIA-1SIP - Sipelia connection for K12. 5 years. QTY 4

6.1.5. Part numbers listed above are an estimate only. Changes in quantities and versions should reflect the needs of the final complete bid package.

A. PROJECT SCOPE

CPS seeks to purchase and install a Genetec based access control system across three district buildings.

Bidders will be responsible for understanding the scope and requirements outlined in this bid. Questions regarding existing equipment, facilities, and project goals should be directed to the IT Director at bwerden@rayder.net

B. FUNCTIONAL OUTCOME

Upon system acceptance, the bidder will ensure all doors outlined in this project have been equipped with electric strikes and sensors. Each set of doors will be connected to a key card reader and/or video intercom. All doors must respond to programmed schedules. Interoperability with all ADAmechanismsmust be ensured.

All outlined doors shall work in concert with the Bidder provided Genetec Streamvault appliance fromwhich the systemwill be operated. Bidder shall be required to configure the software in tandemwith the IT Director to ensure full functionality at time of final acceptance. Prior to final acceptance, up to 3 CPS sta� from each building will have been trained on how to use the relevant parts of the access control system. Testing of the system functionality can occur simultaneously with sta� training.

C. CHANGE ORDERS

All change orders will be documented and authorized prior to work commencing. If Installer(s) makes changes prior to proper authorization, CPS will not be liable for costs incurred by Installer(s) for said changes nor for removing said changes.

D. PLANNING AND DESIGN

The Installer shall conduct onsite review of all sites and review intended hardware installation locations with CPS. Methodology and recommendations for installation and integration of the access control system, including but not limited to cabling and badge reader mount points, will be submitted by Installer.

Leading up to the start of on-site work, meetings between the Bidder and CPS project sta� will be held on at least a monthly basis. Once on-site work has begun, weekly check-ins/status updates will be conducted until the time of system acceptance.

The Installer(s) will work with CPS to establish a detailed, mutually agreed upon project timeline. For bidding purposes, installation work may occur throughout the day during the summer, but will need to be conducted outside of business hours, M-F from 07:30 AM through 4:00 PM during the school year. Work to be performed outside of these guidelines must be identified in the project timeline and cleared with building administrators.

The Installer(s) will provide final as-built documentation prior to system acceptance.

The Installer(s) shall provide appropriate resources as identified in the project timeline and as needed through project acceptance by CPS.

E. PROJECT PLANNING

This project will begin with the planning and discovery phase. Key activities that will be completed in this phase include:

1. Project kicko� – the project teamwill be chartered and sta� (CPS and Installer) will be assigned to project roles. The teamwill meet to discuss/revise the project scope and assumptions, and finalize any logistical details.

2. Discovery – the project teamwill perform assessments of all CPS sites to evaluate and document existing infrastructure, physical facilities, & intendedmount points.

3. System Acceptance and project closure is anticipated to occur within seven (7) calendar days of final cutover and system testing/training if there are no problems. The formal process will be a Project Teammeeting where the entire project is reviewed, documentation is provided to CPS, and any unresolved matters not a�ecting acceptance will have a mutually agreed upon course of action. Upon Acceptance, CPS will switch from a “project” model to a support model.

mailto:bwerden@rayder.net

Access Control Project 2/27/2024

Attachment B – Bid Summary Submittal Bidder Name, Contact, Address, and Phone Number:

To: Charlevoix Public Schools

Central O�ce Building 104 E. Saint Marys Dr.

Charlevoix, MI 49720 Attn: Mr. BenWerden

Submitted by: _______________________________________________________

The undersigned represents that he/she has:

A. Familiarized him/herself with the contents of this Bid package and is capable of entering into a contract to furnish thematerial specified herein.

B. Included with this proposal a Bid Bond, Certified or Cashier’s Check in the amount of five (5) percent, ____________ dollars ($________________).

C. Included with this proposal is a notarized, sworn statement about familial relations (Attachment C) & A�davit of Compliance – Iran Economic Sanctions Act (Attachment D).

D. Agreed that this proposal, if accepted by CPS, will be the basis for a contract directly with CPS and to enter into such contract in accordance with the terms contained herein.

The lump sum bid amount is: _______________________ dollars ($________________), for the following line items in Attachment A:

In submitting this bid, it is understood that the right is reserved by CPS to reject any or all bids. It is agreed that this bid is binding for a period of sixty (60) days from the opening thereof.

Date: ___________________________________

Company Name: __________________________

Address: ________________________________

Phone: _________________________________

By: ____________________________________

(Signature) (Type or print)

Title: ___________________________________

Access Control Project 2/27/2024

Attachment C – Familial Relationships

A�davit of Bidder

The undersigned, the owner or authorized o�cer of ______________________ (the Bidder), pursuant to the familial disclosure requirement provided in the above Request for Bid Proposal, hereby represent and warrant, except as provided below, that no familial relationships exist between CPS or any employee of Bidder and any member of the Board of Education of the School District or the Superintendent of the School District.

List any Familial Relationships:

BIDDER:

By:

Its:

Date:

STATE OF )

COUNTY OF )

This instrument was acknowledged before me on the _______ day of ____________________, 2024, by .

, Notary Public

County, ______________(State)

My Commission Expires:

Acting in the County of:

Access Control Project 2/27/2024

Attachment D - A�davit of Compliance – Iran Economic Sanctions Act

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized o�cer of _____________________________ (the “Bidder”), pursuant to the compliance certification requirement provided in the _____(OWNER)________ (the “School District”) Request For Proposals For ________(PROJECT)_______ hereby certifies, represents and warrants that the Bidder (including its o�cers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Bidder is awarded a contract / purchase order as a result of the aforementioned Request For Proposal, the Bidder will not become an “Iran linked business” at any time during the course of performing the Work or any services under the contract.

The Bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or two (2) times the amount of the contract/purchase order or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine.

Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date it is determined that the person has submitted the false certification.

BIDDER:

By:

Its:

Date:

STATE OF )

COUNTY OF )

This instrument was acknowledged before me on the _______ day of ____________________, 2024, by .

, Notary Public

County, ______________(State)

My Commission Expires:

Acting in the County of: