Dog Park Gate Control Access.pdf

CITY OF ROCHESTER HILLS

SOLICITATION FOR QUOTATIONS

CONTROL ACCESS – OUTDOOR DOG PARK

SFQ-RH-26-026

Dated: August 31, 2026. The City of Rochester Hills is soliciting quotations for the purchase and installation of a complete fully functional cloud-managed controlled access system for the Nowicki Park Dog Park which is currently in the construction phase.

If you are interested in providing a quotation, please fill in the following information and return to Keri Bright, NIGP-CPP, CPPB, Procurement Analyst, City of Rochester Hills, 1000 Rochester Hills Drive, Rochester Hills, Michigan, 48309 via email: brightk@rochesterhills.org or upload to the MITN/BidNet website (www.mitn.info) by September 15, 2026 at 4:00 PM EST.

The City of Rochester Hills officially distributes quotation documents from the Purchasing Division or through the Michigan Intergovernmental Trade Network (MITN). Copies of quotation documents obtained from any other source are not considered official copies. Only those vendors who obtain quotation documents from either the Purchasing Division or the MITN System are guaranteed access to receive addendum information, if such information is issued. The first step to do business with the City is to become a registered vendor by visiting www.mitn.info to link to the MITN website. Final quotation results will be posted on the MITN website after award.

Only those person(s) designated above are authorized to seek additional information from prospective vendors regarding their quote proposals. Correspondence or inquiries made directly to vendors regarding their quotes from all other persons are to be directed to those City employee(s) designated above for appropriate review and response. All inquiries shall be made on or before Friday, September 4, 2026 at 11:00 AM EST, in order that a written response in the form of an addendum can be processed before the quotes are due. Inquires received after the specified date and time will not be considered.

As this quotation is being made available by electronic means, the vendor accepts full responsibility to ensure that no changes are made to the quotation documents. In the event of conflict between a version of the quotation submitted by the vendor, the version maintained by the City of Rochester Hills Purchasing Division shall govern.

The submission of a Quotation hereunder shall be considered evidence that the proposer is satisfied with respect to the conditions to be encountered, and the character, quantity and quality of the work to be performed.

Definitions.

1. Owner or City shall refer to the City of Rochester Hills.

2. Service Company, Vendor, Contractor or Proposer shall refer to the company providing a bid, quote or proposal for the work outlined in the specifications.

Scope of Work.

1. Project Overview & Objective

The City is seeking qualified vendors to furnish, install, program, test, and commission a complete, turnkey, cloud-managed controlled access system for three (3) pedestrian swing gates at the new Nowicki Park Dog

Park (currently under construction).

mailto:brightk@rochesterhills.org

The primary objective is to provide secure, reliable, weather-resistant, and trackable access for authorized community members via mobile smartphone credentials or optional key fobs, while providing municipal staff with remote cloud administration.

2. Contractor Scope of Work & Technical Requirements

The selected Vendor shall provide all labor, materials, equipment, tools, transportation, and supervision required to deliver a fully operational system.

A. Hardware Supply & Installation

The Vendor shall supply and install commercial-grade, outdoor-rated access control hardware for three

(3) pedestrian swing gates:

1. Proximity Card / Key fob / Mobile Readers (3 Units):

o Outdoor-rated (minimum IP65/NEMA 4X equivalent).

o Multi-technology supporting both mobile phone access (BLE/NFC via app) and physical key fobs.

o Provide and install heavy-duty steel protective housings/mounts for each reader.

2. Electromechanical Gate Locking Assemblies (3 Units):

o Commercial-grade, heavy-duty outdoor electromechanical gate locks designed for pedestrian swing gates.

o Must include physical mechanical key override capabilities on all locks.

3. Request-to-Exit (REX) Devices (3 Units):

o Outdoor-rated REX devices installed at each gate enclosure to ensure proper egress tracking and lock release.

4. Cloud Access Gateway & Enclosure:

o Supply and install necessary cloud control hardware.

o Any outdoor-mounted control panels or power supply enclosures must be NEMA-rated for outdoor environmental conditions.

o System must integrate all 3 gates and readers into the cloud platform.

B. Cloud-Based Software Platform

The Vendor shall provide a cloud-managed software solution featuring:

1. Remote Administration: Web-based and app-based management for system programming, user credentialing, scheduling, and access report generation.

2. User Credentialing: App-based smartphone credential capability with strict anti-passback / non-shareable user credential settings.

3. System Supervision & Automated Alerts:

o Automated event alerts sent directly to designated staff.

o Battery health monitoring and automatic power/network failure notifications.

o Remote diagnostic capabilities.

4. Software Maintenance: Automated firmware and software updates provided by the manufacturer to keep the system secure and up to date.

5. Security Requirements: The City’s Management Information Systems has mandatory and preferred security requirements for all hardware and software solutions solicited by the City of Rochester

Hills and by providing a quote to the City, vendor agrees to the requirements of Attachment A located at the end of this solicitation.

C. Low-Voltage Cabling & Electrical Work

The Vendor shall be responsible for:

• Providing and pulling all low-voltage power and communication wiring from the control panel enclosure to all gate readers, locks, and REX devices.

• Terminating all low-voltage connections at panels, readers, locks, and exit devices in strict accordance with manufacturer specifications.

• Labeling all cables clearly at both ends and providing tested, documented runs.

3. Work Excluded from Vendor Scope (Provided "By Others")

To prevent scope overlap, the following site infrastructure items will be provided by the General

Contractor or City prior to access control installation:

• Network Handoff: Hard-wired internet connection brought directly to the primary communication panel enclosure.

• Conduit Runs: Dedicated underground/in-wall conduits provided from each gate catch post to the central communication panel enclosure.

4. Project Coordination & Execution

• General Coordination: The Vendor must actively coordinate equipment layouts, backplate dimensions, scheduling, and rough-in timelines with the City, Contract Administrator, General

Contractor, and Civil Engineer/Architect.

• Site Rules: Vendor staff must adhere to all construction site safety rules, local codes, and municipal installation standards.

5. Testing, Commissioning, & Training

Prior to final project acceptance, the Vendor must complete:

1. Full System Configuration & Testing: Verify function for every reader (mobile app and fob), mechanical key override, REX device, and gate lock.

2. Cloud Integration Verification: Confirm active connectivity, remote diagnostic reporting, battery health alerts, and administrative portal function.

3. Staff Training: Provide hands-on training for designated Parks staff covering user registration, issuing credentials, system monitoring, and running access reports.

6. Deliverables & Documentation

Upon completion of installation, the Vendor must submit a complete closeout binder including:

• As-Built Drawings: Detailed diagrams illustrating actual cable routing, device locations, panel layouts, and termination schedules.

• Product Documentation: Manufacturer specification sheets, user manuals, and formal warranty documents.

• Admin Credentials: Admin account setup, login credentials, and initial software access instructions.

• Operations Guide: Standard maintenance, diagnostic, and troubleshooting guide for field staff.

7. Warranty Requirements

• Workmanship: Minimum 1-year full labor and workmanship warranty provided directly by the

Vendor starting on the date of final City acceptance.

• Hardware: Full standard manufacturer warranties on all readers, locks, controllers, and power supplies.

8. Warranty Requirements

The City’s Management Information Systems has mandatory and preferred security requirements for all hardware and software solutions solicited by the City of Rochester Hills and by providing a quote to the City, proposer agrees to the requirements of Attachment A located

9. Additional Requirements

• No work is to be started before all materials are in the possession of the Contractor.

• Provide start-up and ending dates of the work to be performed under the contract; and commence work following approval, and signing of contract agreement.

• All work will be performed during the hours defined as 7:00 a.m. to 7:00 p.m. Monday through

Saturday. Contractor must, prior to any work, contact the City’s Authorized Representative, to be named upon award or his designee, in advance at 248.841.2556; failure to contact the City’s representative may result in the unavailability of access to City properties.

• No Sunday work is permitted without prior written approval of the Mayor of the City of Rochester

Hills.

• Remove and properly dispose of any and all materials.

• Secure and pay for all necessary permits prior to the commencement of any work.

• The Contractor shall provide any lift equipment needed to perform the work.

• The City will inspect work prior to sign off on completion.

• Contractor shall maintain a sufficient supply of man power and equipment to complete this project within the allotted time.

• Show expertise in areas of responsibility by providing a minimum of three (3) site references from previous dog park access control work accomplished with the company name, email, phone number and name of person who can provide information of the work performed at those sites.

• Any exceptions or deviations to the scope of work or terms and conditions must be explicitly stated.

General Terms & Conditions

A. Additional Work.

In the event additional work is required, the Contractor shall present to the City’s Authorized

Representative, to be named upon award or his designee, a Change Order outlining the scope of additional work and related costs prior to commencement of the work. No additional work shall be performed without prior approval of a Change Order by the Procurement Manager of the City of

Rochester Hills

B. Correction of Work

The successful proposer will promptly correct all work rejected by the City as faulty, defective or failing to conform to this specification whether observed before or after substantial completion of the work, and whether or not fabricated, installed or completed. The successful proposer will bear all costs of correcting such rejected work and perform such work within the timeline as agreed between the City and the selected proposer.

C. Assignment of Agreement and Other Contractors.

The Contractor/Vendor shall not assign the Agreement or any part thereof without the written consent of the City. The City reserves the right to let other agreements in connection with this work, even if of like character, for Work under an agreement. The Contractor shall coordinate his work with theirs. If any part of the Contractors work depends on the proper execution of any other contractor, the

Contractor shall inspect and promptly report to the City any defects in such work that renders it unsuitable for such proper execution. Failure to inspect and report shall constitute an acceptance of the other contractor’s work.

D. Materials and Workmanship.

All workmanship shall be first class and shall be performed by persons qualified and licensed in their respective trades. All workmanship shall conform to the best current practice of the respective trades;

and all equipment, materials and articles incorporated in the Work under the Agreement shall be new, Original Equipment Manufacturer (OEM) and of the best grade of their kind for their purpose. The

Contractor shall, if required, furnish evidence as to the kind and quality of the materials, equipment and/or articles used. The City shall have the right to order the Work wholly or partially stopped until objectionable work, materials, equipment and/or articles are removed, or to declare the Agreement forfeited for non-performance for not being executed according to the intent or meaning of the specifications or other documents used in conjunction with this work.

E. Regulations and Safety Guidelines.

The Contractor is to notify the City immediately of any hazardous materials, unsafe conditions or any varying site conditions.

All contractors and subcontractors performing services for the City are required and will comply with all Occupational Safety and Health Administration (OSHA), State and City Safety and Occupational

Health Standards and any other applicable rules and regulations. Also, all contractors and subcontractors will be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract.

All Contractors and subcontractors shall perform all work in accordance with applicable local, State, and Federal laws, rules, regulations, zoning and building codes, as well as M.I.O.S.H.A. guidelines in effect at the time of the project. The Contractor shall provide for the protection of the public, City employees, and the Contractor’s own workers from work related hazards. The Contractor shall also provide notification to the City Representative and personnel directly affected by the work of any potentially dangerous situations. In the event of an emergency affecting the safety of persons or property, the Contractor shall act immediately to prevent threatened loss or damage. The Contractor shall immediately stop any activity or operation affecting safety until the situation(s) is corrected.

When applicable, the Contractor must call MISS DIG at 1.800.482.7171 three (3) full days before digging or working near overhead electric wires. MISS DIG System member utilities will mark the appropriate location of underground public utility lines/facilities with flags, paint or both using the

Utility color code colors.

F. Safety Data Sheets.

Contractor to provide Safety Data Sheets (MSDS) for any chemical used under these specifications.

G. Non-Discrimination.

Contracts for work under this proposal will obligate the firm or firms to not discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment on a matter directly or indirectly related to employment, because of race, color, religion, national origin, age, sex, height, weight or marital status pursuant to the Elliot Larsen Civil Rights Act, 1976, P.A. 453. The contractor and the City shall also comply with the provisions of the Michigan

Handicappers Civil Rights Act, 1976, P.A. 220 and the Federal Rehabilitation Act of 1973, P.A. 93 112, 87 Stat. 394, which require that no employee or client or otherwise qualified firm participation in, be denied the benefits of or be subjected to discrimination under any program or activity receiving Federal

Assistance. No person shall, on the grounds of race, creed, color, sex, age, national origin, height, weight, handicap or marital status be excluded from participation in, be denied the proceeds of or be subject to discrimination in the performance of this contract. The contractor shall comply with all applicable regulations promulgated pursuant to the Civil Rights Act of 1964, as amended.

H. Ineligibility of Iran Linked Businesses.

Under 2012 PA517, an Iran linked business as defined therein, is not eligible to contract with the City and shall not submit a proposal.

I. Termination of Contract.

The City of Rochester Hills reserves the right to terminate the contract without penalty upon thirty (30) days written notice due to poor performance or for reasons deemed to be in its best interest. A designated representative of the City of Rochester Hills will be solely responsible for determining acceptable performance levels. His/her decision will be deemed in the City of Rochester Hills’ best interest and will be final. The City of Rochester Hills reserves the right to re-award the contract to the second most qualified proposal, re-bid the contract or do whatever is deemed to be in its best interest.

No service charge, handling fees or other penalties for cancellation will be assessed.

J. Fiscal Non-Appropriation Clause.

In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor of such occurrence and the contract shall terminate on the last day of the current fiscal period without penalty or expense to the City.

K. Bankruptcy or Insolvency.

In the event bankruptcy proceedings are commenced by or against the awarded Vendor or under any provisions of the United States Bankruptcy Act or for the appointment of a receiver or trustee or a general assignment for the benefit of creditors of either party, the City shall be entitled to terminate without further cost or liability. The City may cancel the Agreement/Contract or affirm the Contract and hold the Vendor responsible for damages.

L. Use of City Premises.

Contractor shall conduct the work in such a manner as to ensure the least obstruction to City operations and City property.

Facilities will remain operative during the work; in the event of an emergency, the contractor may have to cease all work until directed by a representative of the City to continue with the work.

The Contractor shall confine his equipment, apparatus, the storage of materials and operation of his/her employees to the limit indicated by law, ordinances, permits or directions of the City and shall not unnecessarily encumber the premises with his materials or equipment. Contractor shall store his materials, supplies and equipment in a neat and orderly manner so as not to unduly interfere with the progress of his work, the work of other contractors or the operation of City business. Contractor shall remove all rubbish and debris from City property and legally dispose of it.

M. Damages.

The Contractor shall take all necessary measures to prevent damage to other areas of the building, grounds and utilities adjacent to his work. The contractor shall be responsible for damage to the City’s premises that may be caused by his work. Should damage occur as a result of the Contractor’s work, the Contractor is responsible for the repair and/or replacement of the damaged area. Otherwise, the

City shall repair and/or replace the damaged area and charge the Contractor or deduct the amount from the Contractor’s payment.

N. Permits and Inspections.

All licenses required must be obtained prior to the award of contract. The Contractor shall obtain all necessary permits required by laws and regulations, give all required notes, and pay all lawful fees in accordance with the requirements for his/her particular work. The Contractor shall deliver to the City certificates of inspection where such are required.

O. Silence of Specifications.

The apparent silence of these specifications and any supplemental specifications as to any detail or the omission from the specifications of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of the highest quality and correct type, size and design are to be used. All interpretations of these specifications shall be made on the basis of this statement.

P. No Exclusive Contract/Additional Services.

Contractor agrees and understands that the contract shall not be construed as an exclusive agreement and further agrees that the City may, at any time, secure similar or identical services at its sole option.

Q. Use of Premises

The Contractor expressly undertakes at its own expense:

1. To stage materials, equipment and employee vehicles to ensure ingress/egress to the property, the City’s occupancy and use of the premises by the public.

2. To take every precaution against injuries to persons or damages to property.

3. To comply with the regulations governing the use of premises which are occupied and to perform the Contract in such a manner as not to interrupt or interfere with the operations of the facility.

4. To store apparatus, materials, supplies and equipment in such orderly fashion as will not unduly interfere with City occupancy, use of premises by the public, the progress of contractor’s Work or the Work of any subcontractors.

5. The City and the general public may utilize the facilities during the entire period of construction. It is essential that buildings and services be maintained throughout the construction period, with minimum disturbance and disruption to the City’s operations, emergency vehicles, staff and the public.

6. Welfare of facility’s occupants and the general public shall be considered at all times, including safety, disturbance and environment. Contractor, subcontractors and all workmen shall be aware of these requirements and objectives.

7. The nature of this project is such that close coordination will be required of the Contractor with the City to assure that work on the site, access to and from the site and the general conduct of operations is maintained in a safe and efficient manner.

8. Contractor shall arrange with City to sequence construction and to make connections to utilities at such times that shall not interrupt utility services or unsatisfactory operations of the building.

R. Contractor’s Superintendent

1. The Contractor shall provide the services of a competent superintendent from the beginning of the Work to the date of final completion of the Contract.

2. The Superintendent shall be at all times in charge of the Work, shall be provided with such assistance as is necessary to properly carry on the individual branches of the Work, and shall at all times maintain competent supervision of the Contractor’s own Work and that of its subcontractors to ensure compliance with the Contract requirements.

3. The Contractor shall provide a staff adequate to coordinate and expedite the Work properly.

4. The Contractor shall be solely responsible for all construction means, methods, techniques, sequence and procedures and for coordinating all portions of the Work under the Contract.

5. The Contractor shall be solely responsible for initiating, maintaining and supervising all safety precautions and programs connected with the Work.

S. Cutting and Patching

1. The Contractor shall do all cutting, fitting or patching that may be required to make several parts of the Work come together properly.

2. Any cost caused by defective or ill-timed work shall be borne by the Contractor.

3. The Contractor shall not endanger any work by cutting or otherwise, and shall not cut or alter the work of another contractor, except with the written consent of the City.

T. Cleaning

1. The Contractor shall at all times keep the City's premises and the adjoining premises, driveways and streets clean of rubbish caused by the Contractor's operations and at the completion of the work shall remove all the rubbish, tools, equipment, temporary work and surplus materials, from and about the premises, and shall leave the Work clean and ready for use. If the Contractor does not attend to such cleaning immediately upon request, the City may cause such cleaning to be done by others and charge the cost of same to the Contractor. Proposer shall remove all rubbish and debris from City property and legally dispose of it.

2. At the completion of the work, the Proposer shall remove all equipment, surplus material, rubbish and debris, etc., from the premises. All surfaces involved in the Work shall be cleaned and made ready for use. Proposer shall remove all rubbish and debris from City property and legally dispose of it.

3. The Contractor shall clean up all rubbish from employee’s lunches and breaks, including food wrappers, drink containers, bags, cups and other debris, immediately at the end of the lunch period or break. At no time shall such debris be left strewn about the site.

4. The Contractor will be responsible for all damage from fire, which originates in, or is propagated by, accumulations of rubbish or debris resulting from the Work.

5. In addition to all the above requirements, upon completion of the Work or of an individual section thereof, the Contractor, immediately prior to turning over the Work or completed portion thereof to the City, shall arrange for the proper and complete performance of the following:

1) Removal of paint, adhesive, primer or bitumen spillage or overspray, smeared caulking or sealing compounds and similar defects, from all finish surfaces including mechanical and electrical devices and equipment.

2) Removal and replacement of caulking or sealant beads not properly adhering to substrate.

3) Removal of temporary coverings in applied floor finish areas and final, thorough broom or vacuum cleaning of all finished floors. If final broom cleaning does not, in the opinion of the City’s Representative, provide a floor surface which is suitable for moving in of the City's equipment, scrub and polish or otherwise refinish areas as directed until acceptable to the City's Representative.

4) Restoration of previously finished surfaces damaged due to failure or removal of protective measures.

5) Cleaning by washing all soiled concrete walks where exposed.

6. The Contractor’s employees shall at no time wear dirty work boots, gloves or clothing into the building, except as required in the case of an emergency. Contractor shall clean all stains resulting from dirty boots or clothing from the interior and exterior of the building.

7. All employees working at the job site will be required to wear appropriate clothing at all times and no music will be allowed to be played.

U. Contractor’s Measurements

1. Before ordering material, preparing Shop Drawings, or doing any work, each Contractor shall perform field measurements to verify all dimensions, which may affect the Work. Test cores and/or sampling shall be restored to match the original conditions.

2. The Contractor shall also verify in-place materials to ensure new materials are adequate to meet Project requirements. Any discrepancies shall be brought to the attention of the City’s

Consultant for clarification before bids are submitted.

3. The Contractor assumes full responsibility for the accuracy of the field measurement figures, and for installation of appropriate materials. No allowance for additional compensation will be considered for discrepancies between dimensions on the Drawings and actual field dimensions, or due to the Contractor’s failure to verify in-place materials.

V. Progress Meetings

When directed by the City's Representative, meetings shall be held for the purpose of coordinating, expediting and reviewing the Work. The Contractor and subcontractors will be required to have qualified representatives at these meetings, empowered to make decisions concerning the

Project.

W. Work Schedule

Before the signing of the Contract, a definite time schedule shall be agreed upon in general by all parties concerned, and within a reasonable time after the Contractor has been notified by the City of being awarded the Contract, they shall submit to the City a schedule of operations giving the dates that each part or branch of the Work will be started and completed.

X. Fire Prevention

Take all precautions to eliminate possible fire hazards at the site, including but not limited to enforcing the following requirements:

1. All combustible debris shall be removed from the building and storage areas on a daily basis, including empty paint, adhesive and primer containers, oily rags, bitumen mops, etc.

2. No bitumen heating kettles shall be allowed in the building, or within 50 feet of building exterior walls, except upon special arrangement with the City's Representative and with written authorization from City's Representative designating the exact location.

3. All tarpaulin or other covers for stored materials, openings in walls, etc. shall be flameproof.

4. Paints, thinners, adhesives, primers or other highly flammable materials shall be stored only in well-ventilated areas at ground level, unless otherwise approved by the City’s

Representative, and all mixing and preparation shall be restricted to such areas. All such materials shall be handled in accordance with safe practice and the requirements of authorities having jurisdiction, and in no case shall empty containers, or oily or paint soaked rags be left in the building at end of a shift.

5. No open fires on the site.

6. Insofar as possible, avoid storage of large quantities of flammable materials at the site.

7. Gasoline may not be stored in any building at any stage of construction.

Y. Smoking

There shall be no smoking in any area where flammable materials are being stored or used. The

Contractor shall be responsible for the conduct of the Contractor’s employees relative to this smoking restriction.

Z. Use of System

The placing of work or any part thereof into use, even with the City's consent, shall not be construed as acceptance of the work by the City, nor shall it be construed to obligate the City in any way to accept improper work or defective materials.

AA. Inspection, Tests, Cleaning, Adjustment

1. The City reserves the right to inspect the contractor’s work at any time to assure compliance with all the terms and conditions of this Agreement. All work will be inspected pursuant to applicable codes All deficiencies noted by the City will be submitted to the contractor for corrections. Within thirty (30) calendar days after submission of deficiencies to the contractor, an inspection of the system may be conducted to ensure corrective action was taken. Should the deficiencies not be corrected, the contractor shall be liable for any cost incurred by the City to ensure the correction to include, but not limited to, additional inspections, repairs and meetings.

2. Contractor will provide a knowledgeable representative to demonstrate all systems to the

Facilities Department. This demonstration shall be set a minimum three (3) days in advance and shall be at a time agreed to by the Facilities Supervisor.

3. After installation is complete, all work shall be thoroughly cleaned of dirt, dust, oil, grease, etc.; air filter shall be clean at the acceptance of the project.

4. After systems have been cleaned and tested, they shall be operated for a minimum prior of one week and all necessary adjustments made to assure that systems are properly operating when turned over to Facilities.

5. All piping shall be thoroughly tested for leaks in accordance with regulations of local authorities, however, the following minimum tests shall be made and observed by the

Facilities Supervisor if he so requests.

BB. Parking

A limited number of parking spaces will be made available in locations at the site designated by the City's Representative. The Contractor shall be responsible for ensuring all personnel engaged in the project comply with the City’s requirements.

CC. Accident Prevention and Procedures

1. Promptly report in writing to the City's Representative all accidents which cause death, personnel injury or property damages, arising out of or in connection with the performance of the Work, whether on or adjacent to the site. Where death or serious injuries or serious damages are caused, the accident shall be reported immediately by telephone or messenger to the City's Representative.

2. If any claim is made by anyone against the Contractor or any subcontractor on account of any accident, promptly report the facts in writing to the City's Representative giving full detail of the claim.

DD. Project Safety

1. Contractor shall assume full responsibility for complying with and enforcing all rules and regulations of all federal, state and municipal authorities having jurisdiction, as outlined in the

General Conditions, including those of any Occupational Safety and Health Act.

2. The requirements outlined hereinafter are to be considered as minimal, and where the requirements of any of the above authorities having jurisdiction conflict with the requirements of this section, the maximum condition shall prevail.

3. Any items damaged due to failure to comply with these requirements shall be corrected or replaced, to the satisfaction of the City's Representative without cost to the City.

4. Assume full responsibility for enforcing compliance with any protective measures indicated in specific sections of the work.

5. Provide all barricades, night lanterns, guard rails and other safety measures at points of danger in accordance with the requirements of federal, state and municipal regulations.

EE. Form of Guarantee

The Contractor shall provide to the City the Contractor’s standard 1-year warranty on the complete installation beginning from the date of acceptance by the City. Manufacturer’s warranty shall be provided for newly installed materials and equipment beginning the date of acceptance by the City.

FF. Compliance with Codes and Regulations

The entire work shall be carried out in full compliance with all applicable laws, codes, rules and regulations of all federal, state and municipal governments and authorities having jurisdiction. It shall be the duty of the Contractor to fully understand all such requirements and to ensure that such are fully and faithfully carried out. All permits and associated fees shall be the responsibility of the Contractor to apply for and pay for.

GG. Job Conditions

The Contractor shall make provisions for secure storage of materials and equipment while at the project site. The City shall not be held responsible for any materials or equipment missing from the site or damaged by vandalism, nor shall the City be charged for replacement of any missing or damaged materials or equipment.

The City’s Representative will coordinate site access with the Contractor to minimize any inconvenience to the City. This facility may be occupied and in use during this work.

If necessary, the Contractor shall phase all work so site access is always available. The Contractor will provide and install all necessary temporary signage required.

Confine equipment, storage of materials, debris, and the operations and movement of workmen within limits established by the City's Representative.

Existing components and finishes damaged during this work shall be restored to original condition or shall be replaced with new materials as directed by the City.

Proceed with this work only when weather conditions will permit unrestricted use of materials and installation methods for the work being done. During periods of cold weather work, all mastics, primers and sealants must be stored warm, and must remain warm until immediately prior to usage.

The Contractor shall be responsible for laying out the work on site in conformance with the Project

Documents and shall be responsible for any damage caused by reason of any inaccuracy on its part.

Contractor shall take all field measurements necessary for the work and shall be responsible for their accuracy.

HH. Utilities

Prior to any field work, a meeting shall be scheduled between the Contractor and the City's

Representative. The purpose of this meeting is to locate all used and non-used utilities within the work area.

Do not interrupt existing utilities serving facilities occupied and used by the City, except when permitted in writing by the City's Representative and then only after acceptable temporary utility services have been provided.

Existing utility systems and service lines remaining, if damaged, shall be repaired at the Contractor's expense. If specified, relocation of existing utility systems and service lines to accommodate the completion of the project shall be accomplished in accordance with local codes and ordinances.

Contractor shall contact utility companies for information pertaining to locations and construction of existing utility lines.

II. Safety and Protection

Provide site safety program and protection of the fire department facilities, and the general public.

Federal and local laws and ordinances regulating health and safety measures shall be strictly observed. All demolition and site clearance is subject to all provisions of applicable local ordinances and regulations.

JJ. Quality Control

Work will be checked as it progresses, but failure to detect any defective work or materials shall not in any way prevent later rejections when such defect is discovered, nor shall it obligate the City for final acceptance. The presence or absence of the City’s Representative shall in no way relieve the Contractor of the responsibility to furnish materials and construction in full compliance with the plans and specifications.

Award of Purchase Order.

The City reserves the right to reject any and all quotations, and to waive any defect or irregularity in quotes.

The City reserves the right to accept the quote that in the opinion of the City is to the best advantage and interest of the public it serves.

The quotation will be awarded to that responsible, responsive vendor whose quotation, conforming to this solicitation, will be most advantageous to the City with qualifications, past experience, technical solutions, communication integration, implementation schedule, and price considered in the evaluation process and award of a contract. Price will be based on the combined initial turnkey price plus Year 1–3 subscription fees to capture long-term cloud costs

Evaluation criteria:

Vendor Qualifications & Past Experience (20 pts)

Demonstrated experience with similar outdoor/park access installations, reference, licensing, and expertise in low-voltage cloud access control.

Technical Solution & System Reliability (20 pts)

Suitability, durability, and weather rating of outdoor hardware (readers, locks, enclosures). Quality and features of the cloud platform (alerts, monitoring, diagnostics, smartphone app usability).

User Experience & Communications Integration (20 pts)

Ease of user onboarding/registration, app interface clarity, capability for public communication/messaging

(alerts to residents), and administrative simplicity.

Implementation Plan & Schedule (15 pts)

Feasibility of timeline, clear coordination plan with the General Contractor/Civil Engineer, and quality of training/documentation proposed.

Total Cost / Price Proposal (25pts)

Turnkey total cost, including initial hardware, labor, warranty, and long-term annual subscription/licensing costs over a 3 to 5 year projection.

Insurance Requirements.

The vendor shall not commence work until he has obtained and delivered to the City of Rochester Hills the certificate of insurance required under this paragraph. All insurance carriers must be acceptable to the

City and licensed and admitted to do business in the State of Michigan. Certificate of Insurance and required endorsements shall be sent electronically to the City of Rochester Hills to the attention of the purchasing division at the following email address: purchasing@rochesterhills.org.

A new certificate of insurance shall be provided to the City each year at the time of policy renewal. Failure of the Vendor to maintain the required insurance shall be grounds for contract cancellation.

1. Commercial General Liability Insurance: The Vendor shall procure and maintain during the life of the blanket purchase order/contract, Commercial General Liability Insurance on an “Occurrence

Basis” with limits of liability not less than $1,000,000 per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions: (A) Contractual Liability; (B) Products and Completed Operations; (C)

Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent; (E)

Deletion of all Explosion, Collapse and Underground (XCU) Exclusions, if applicable.

2. Motor Vehicle Liability: The Contractor shall procure and maintain during the life of this contract

Motor Vehicle Liability Insurance, including Michigan No-Fault Coverages, with limits of liability of not less than $1,000,000 per occurrence combined single limit Bodily Injury and Property Damage.

Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

3. Umbrella Liability Insurance: The Vendor shall procure and maintain during the life of this contract

Umbrella Liability Insurance with limits of liability of not less than $1,000,000 per occurrence.

mailto:purchasingdept@rochesterhills.org

4. Workers’ Compensation Insurance: The contractor shall procure and maintain during the life of this contract, Workers’ Compensation Insurance, including employers’ liability coverage, in accordance with all applicable statutes of the State of Michigan.

5. Additional Insured: Commercial General Liability and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating: “It is understood and agreed that the following shall be Additional Insureds: the City of Rochester Hills, all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and board members, including employees and volunteers thereof. This coverage shall be primary to the Additional Insureds, and not contributing with any other insurance or similar protection available to the Additional Insureds, whether other available coverage be primary, contributing or excess.”

6. Cancellation Notice: Workers’ Compensation Insurance, Commercial General Liability Insurance and

Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Should any of the above described policies be canceled before the expiration date thereof, the issuing company will mail thirty (30) days written notice to the certificate holder named to the left.”

7. Proof of Insurance Coverage: The Contractor shall provide the City of Rochester Hills, at the time that the contracts are returned by him/her for execution, a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, if applicable, a copy of the policy sections where coverage is provided for additional insured and cancellation notice would be acceptable.

Copies or certified copies of all policies mentioned above shall be furnished, if so requested.

If any of the above coverages expire during the term of this contract, the Contractor shall deliver renewal certificates and endorsements to the City of Rochester Hills at least ten (10) days prior to the expiration date.

Hold Harmless.

To the fullest extent permitted by law, Vendor agrees to defend, pay in behalf of, indemnify and hold harmless the City of Rochester Hills, its elected and appointed officials, employees and volunteers and others working in behalf of the City of Rochester Hills against any and all claims, demands, suits, or loss, including all costs connected therewith, and for any damages which may be asserted, claimed or recovered against or from the City of Rochester Hills, its elected and appointed officials, employees, volunteers or others working in behalf of the City of Rochester Hills by reason of personal injury, including bodily injury and death and/or property damage, including loss of use thereof, which arises out of or is in any way connected or associated with the contract.

Ineligibility of Iran Linked Business.

Under 2012 PA517, an Iran linked business, as defined therein, is not eligible to contract with the City and shall not submit a bid.

Points Not Addressed.

Vendors are encouraged to list any points not addressed in these specifications that they feel will improve or enhance this proposal.

Non-Discrimination.

Contracts for work under this proposal will obligate the firm or firms to not discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment on a matter directly or indirectly related to employment, because of race, color, religion, national origin, age, sex, height, weight or marital status pursuant to the Elliot Larsen Civil Rights Act, 1976, P.A. 453. The contractor and the City shall also comply with the provisions of the Michigan Handicappers

Civil Rights Act, 1976, P.A. 220 and the Federal Rehabilitation Act of 1973, P.A. 93 112, 87 Stat. 394, which require that no employee or client or otherwise qualified firm participation in, be denied the benefits of or be subjected to discrimination under any program or activity receiving Federal Assistance. No person shall, on the grounds of race, creed, color, sex, age, national origin, height, weight, handicap or marital status be excluded from participation in, be denied the proceeds of or be subject to discrimination in the performance of this contract. The contractor shall comply with all applicable regulations promulgated pursuant to the Civil Rights Act of 1964, as amended.

Invoice and Payment Terms.

Electronic transfer of funds or payment by credit card is available and encouraged for payments on City contracts. All invoices, packing lists and correspondence associated with a purchase should reference the purchase order number.

Invoices for services shall include the following:

• Purchase order number

• Date of service

• Description of services performed must be identified

Vendor shall be required to submit authentic, accurate and itemized invoices for all work completed.

Appropriate documentation shall be submitted with invoices to provide sufficient information should a discrepancy be discovered.

Invoices shall be submitted to the City of Rochester Hills Accounts Payable Division, 1000 Rochester Hills

Drive, Rochester Hills, MI 48309, preferably by email to accountspayable@rochesterhills.org. Payments will be made following acceptance of merchandise or services rendered and properly completed invoice.

Partial payments are not authorized on individual written purchase orders issued for this procurement.

Advanced payments will not be authorized.

Payment will be made after the merchandise and/or services have been:

• Services completed in full and accepted by the City

• Inspected and found to comply with all specifications and be free of damage or defect

• Properly invoiced.

• Checks will only be made payable to the company name as shown on the purchase order; the invoice must reflect this same company name as the “pay to.”

• Contractors cannot pick-up checks for services rendered.

mailto:accountspayable@rochesterhills.org

Taxes.

The City of Rochester Hills is exempt from all sales, excise and transportation taxes; do not include such taxes in the quotation figures. Any unit prices in the quotation shall be exclusive of all such taxes, and will be so construed. The City will furnish the successful vendor with a tax exemption certificate when requested.

Fiscal Non-Appropriation Clause.

In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor of such occurrence and the contract shall terminate on the last day of the current fiscal period without penalty or expense to the City.

Bankruptcy or Insolvency.

In the event bankruptcy proceedings are commenced by or against the awarded Vendor or under any provisions of the United States Bankruptcy Act or for the appointment of a receiver or trustee or a general assignment for the benefit of creditors of either party, the City shall be entitled to terminate without further cost or liability. The City may cancel the Agreement/Contract or affirm the Contract and hold the Vendor responsible for damages.

Termination.

The City of Rochester Hills reserves the right to terminate the contract without penalty upon thirty (30) days written notice due to poor performance or for reasons deemed to be in its best interest. A designated representative of the City of Rochester Hills will be solely responsible for determining acceptable performance levels. The City of Rochester Hills reserves the right to re-award the contract to the second most qualified quotation, re-quote the contract or do whatever is deemed to be in its best interest.

Assignment.

This agreement shall be binding on the parties and their heirs, successors and assigns. Neither party may assign, transfer or subcontract its interest, in whole or in part, without first obtaining the written prior approval of the City of Rochester Hills before any consent is given, the successful vendor and its assignee shall bring current all monies owed to the City. No consent shall be given by the City unless the assignee agrees to be liable for any payment outstanding on this agreement at time of assignment.

Michigan Freedom of Information (FOIA).

All costs incurred in the preparation and presentation of this quotation, in any way whatsoever, shall be wholly absorbed by the prospective firm. All supporting documentation shall become the property of the

City of Rochester Hills unless requested otherwise at the time of submission. Michigan FOIA requires the disclosure, upon request, of all public records that are not exempt from disclosure under Section 13 of the

Act, which are subject to disclosure under the Act. Therefore, confidentiality of information submitted in response to this Quotation is not assured.

Pricing

Vendors are to complete the following quote response forms and vendor questionnaire. Failure to complete the forms completely may deem the quote non-responsive and may not continue in the evaluation process. Pricing includes removal and disposal of all trash in a lawful manner.

Section 1: One-Time Turnkey Costs (Equipment & Installation)

Item # Description Manufacturer Part / Model # Qty Unit Price Total Cost

1.01 Outdoor…