ITB-23-2026 Alarm Parts.pdf

08 August 2025

On-Call - Alarm Parts - Access Control, ID Cards, & Intrusion Detection Systems & Door Hardware Contractor shall provide alarm parts and/or commercial grade doors. Hardware and related products, replacement doors on an as needed basis.

08 August 2025

Open 8/8/2025 8:00 AM PDT Type Invitation to Bid (ITB) Close 9/16/2025 2:00 PM PDT Number ITB-23-2026 Currency US Dollar

Sealed Until 9/16/2025 2:00 PM PDT

Payment Terms 0% 0, Net 30

08 August 2025

Contacts Anna Hathorne anna.hathorne@multco.us

Phone +1 503-988-8193 ext. 88193

08 August 2025

Commodity Codes Commodity Code Description 30010000 Building, Construction Supplies 39120000 Electrical Equipment, Components & Supplies 99050032 Inventory - Electrical Equipment, Components & Supplies

08 August 202508 August 202508 August 202508 August 202508 August 202508 August 202508 August 202508 August 202508 August 2025 mailto:anna.hathorne@multco.us

IMPORTANT: Suppliers who do not currently have access to the Multco Marketplace Supplier Portal will need to complete the "MMP Supplier Access Request Form". In order to allow the County sufficient time to review your request, the MMP Supplier Access Request form should be completed no fewer than 5 days prior to the Sourcing Event closing date.

On-Call - Alarm Parts - Access Control, ID Cards, & Intrusion Detection

Systems & Hardware – ITB-23-2026

A Pre-bid Conference will not be held for this solicitation.

All questions in regards to the Sourcing Event must be submitted through the Q & A board.

SERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATION

PURPOSE AND OVERVIEW

The Multnomah County Department of County Assets, Facilities and Property Management Department (FPM) is seeking suppliers who can provide the following:

A. A. Supplier shall provide all parts, components, and equipment that are needed for access control systems, intrusion alarm systems, and related low voltage systems (“Supplies”) to the County.

Supplier shall offer Supplies from the industry’s leading manufacturers of access control, ID card, and intrusion detection system products including, but not limited to Altronix, DSC, Inovonics, and Kantech.

B. B. Supplier shall provide all parts, components, and equipment needed for the repair of doors, locks and hardware (“Supplies”) to the County.

A. C. The items listed on the bid sheets are intended to be a sample of items only, the County intends to purchase items from the Suppliers entire catalog of products.

Two Categories of supplies will be identified through this sourcing event: It is not necessary to apply both categories. Bidders may apply for Category 1 or Category 2 or both. Bidders must complete all items within the applicable Category.

• • Category 1: Alarm parts and equipment; and

• • Category 2: Door Hardware, parts and equipment.

Qualified contractors may receive a contract for:

• • only Category 1;

• • only Category 2;

• • or both Category 1 & 2.

See Buyer Attachment A – Category 1 - Alarm Parts Specifications for full details.

See Buyer Attachment B – Category 2 - Door Hardware Specifications for full details.

Description

Awards will be made to the lowest bidders in each category. The County reserves the right to purchase additional items that are not listed on the bid sheet that are available through the bidders entire product catalog. The County will also expect a discount off MSRP for any other catalog items that are not listed on the product worksheet at the time of purchase.

SOURCING EVENT DOCUMENTS

The Buyer Attachments page includes the following:

• How to Complete and Submit a Response to a Sourcing Event

• Procedural Instructions for Proposals

• Attachment A – Alarm Parts Specifications

• Attachment B - Door Hardware Specification

• Attachment C - Sample Project - Product Worksheet

• Attachment D - Cooperative Purchasing Vendor Agreement

• Attachment E - Sample Goods Agreement Contract

SCOPE OF SERVICES

Proposers responding to this solicitation must be capable of performing the work described in Buyer Attachment A. FPM coordinates and provides oversight of project activities with consultants and contractors and while precise scope of work will vary for each project, services may include but are not limited to the following:

• See Buyers Attachments - Attachment A – On-Call - Alarm Parts

• See Buyers Attachments - Attachment B – On-Call - Door Hardware

CONTRACT TERM

• The contract term shall be for five (5) years term. The effective date of the contracts shall be approximately October 2025 or the date on which each party has signed the contract, whichever is later.

• Unless earlier terminated, the termination date of all contracts issued under this ITB shall be five (5) years from the initial contract execution, approximately September 2030, unless extended as described above.

FUNDING

• Funding of the products described in this ITB is not guaranteed. Fluctuations in funding year to year should be expected. The County does not guarantee the quantity of products that will be purchased.

COOPERATIVE PURCHASING

Other public agencies may establish contracts or price agreements directly with the awarded contractor under the terms, conditions and prices of the original contract Pursuant to ORS 279A.215 and agreement by the selected Contractor to extend the terms, conditions and prices of the original contract.

See Buyer Attachment D - Cooperative Purchasing Vendor Agreement for the proposer to complete and upload in the Company Certification Questions.

MINIMUM REQUIREMENTS

At the time of bid submission, Bidder must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal.

1. The Bid response must be received by Multnomah County Purchasing no later than 2:00 P.M. local Portland time on the proposal submission deadline.

2. Bidders Representations and Certifications - The Bidder must certify they agree to the Proposer's Representation and Certification terms in the Pre-requisite page of the Sourcing Event.

3. Bidders must complete all items within the applied Category.

At the time of Contracting, Bidders must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in cancellation of the contract

1. Bidders must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701).

BID SUBMISSION

• Bids must be submitted electronically through this Sourcing Event.

• Attachment 1 - Bid Pricing Form must be completed and uploaded to Question 2,1.

• Attachment 2 - Cooperative Purchasing Vendor Agreement to be completed and uploaded to Question 2.2.

VIRTUAL PUBLIC BID OPENING

Bids for the work described above will be opened and read virtually by the Point of Contact on Tuesday September 16th at 2:15 pm

Video call link: meet.google.com/nqd-qnwj-tkw

Or dial: (US) +1 669-241-1844 PIN: 423 636 091#

CONTRACT NEGOTIATION

The County will initiate contract negotiations with the responsive and responsible bidders. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the lowest responsive and responsible Bidders. This process may continue until a contract agreement is reached.

CONTRACT AWARD

• The County is seeking to award multiple contracts in each Category of work, as determined by the County, to the responsible Bid(s) who’s Bid(s) the County determines is most advantageous to the County based on lowest bids for items described in this ITB.

• After the seven (7) calendar-days intent-to-award protest period has expired and the County has resolved any or all protests, the County will proceed with the final awards. The County reserves the right to award a contract to the responsible Proposer(s) that has/have met the minimum Proposal requirements and has /have received the highest total score(s) for the technical Proposal requirements.

• Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services.

Required to View Event

Prerequisites Required to Enter Bid

08 August 2025

1. Proposer/Bidder agrees to receive all correspondence electronically and are responsible for keeping their supplier portal updated with current contact information.

2. CONFIDENTIALITY - Please read the statutory requirements in the prerequisite link.

3. Please review the statements in this certification regarding Assurances, Certification Regarding Debarment, Suspension and Other Responsibility Matters and Certification Regarding Conflict of Interest.

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Buyer Attachments

1. How to Complete and Submit a Response to a Sourcing Event - MMP Supplier Guide

2. Procedural Instructions Bids 04_08_24.pdf

3. Attachment A - Alarm Parts Specifications.pdf

4. Attachment B - Door Hardware Specifications.pdf

5. Attachment C - Sample Project - Product Worksheet - locked.xlsx

6. Attachment D - Cooperative Purchasing Vendor Agreement.docx

7. Attachment E - SAMPLE - Goods Agreement Template

08 August 202508 August 202508 August 202508 August 202508 August 202508 August 2025 https://multco.us/file/73233/download https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMzI3MjY2LTE1OTY2MTM3MjRQcm9jZWR1cmFsIEluc3RydWN0aW9ucyBCaWRzIDA0XzA4XzI0LnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMzI3MjY2LTE4NjY4NzU0NDBBdHRhY2htZW50IEEgLSBBbGFybSBQYXJ0cyBTcGVjaWZpY2F0aW9ucy5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMzI3MjY2LTE4NjY4NzczNzVBdHRhY2htZW50IEIgLSBEb29yIEhhcmR3YXJlIFNwZWNpZmljYXRpb25zLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMzI3MjY2LTE4NjY4NjA2NjlBdHRhY2htZW50IEMgLSBTYW1wbGUgUHJvamVjdCAtIFByb2R1Y3QgV29ya3NoZWV0IC0gbG9ja2VkLnhsc3g%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMzI3MjY2LTE4NjUzMzA3NzlBdHRhY2htZW50IEQgLSBDb29wZXJhdGl2ZSBQdXJjaGFzaW5nIFZlbmRvciBBZ3JlZW1lbnQuZG9jeA%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMzI3MjY2LTE4NjUzMzUzNzhBdHRhY2htZW50IEUgLSBTQU1QTEUgLSBHb29kcyBBZ3JlZW1lbnQgVGVtcGxhdGUgZGF0ZWQgMi0yMS0yNC5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9

Questions Required Questions

Group 1: Company Certification Information - This section is not scored Instructions:

1.1 State of Incorporation

1.2 Date of Incorporation

1.3

Bidder attests that bidder is either a non-resident bidder or a resident bidder (as described in the Representation and Certification Prerequisite and ORS 279A.120), a.ORS 279A.120 (2)(b) states that a public contracting agency shall, for the purpose of awarding the contract, “add a percent increase on the bid of a nonresident bidder equal to the percent, if any, of the preference given to the bidder in the state in which the bidder resides.”

b.“Resident bidder” means a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, has a business address in this state and has stated in the bid whether the bidder is a “resident bidder”. ORS 279A.120 (1)(b). Enter state of residency here:

1.4 Where Bidder is unable to certify to any of the statements in Bidder Representations and Certifications of the Prerequisite, Bidder shall provide an explanation to their offer here.

1.5

The Bidder certifies to the best of its knowledge and believes that neither it nor any of its principal participants and agents has or has had the following relationships with the specific firm(s)/individual(s), identified below, which may be determined to be an organizational conflict of interest. I understand that based on the information provided by Bidder, Multnomah County may exclude the Bidder from further consideration and may withdraw its selection if the real or apparent organizational conflict of interest cannot be avoided or mitigated. Bidder further certifies that the degree and extent of the relationship of the Bidder with these named firm(s)/individual(s) will be fully disclose:

1.6 Upload additional explanation as needed

1.7 Name of person submitting the Bid:

1.8 Title of person submitting the Bid:

1.9 I represent that I am at least eighteen (18) years of age.

1.10 I represent that the printing of my name and the submittal of a Bid is intended to authenticate this writing and to have the same force and effect as my manual signature.

1.11 I represent that I am either authorized to bind the Bidder, or that I am submitting the Bid on behalf of and at the direction of the Bidder's representative authorized to contractually bind the Bidder.

1.12 I represent that the Bidder and/or its applicable representative(s) has reviewed the information contained in this Bid and that the information submitted is accurate.

Group 2: Required Supporting Documentation Instructions:

2.1 Upload your completed Attachment C - Sample Project - Product Worksheet

2.2 Upload completed Attachment D - Cooperative Purchasing Vendor Agreement

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Product Line Items Product Line Items

1.

# Item Name, Commodity Code, Description Allow

Alternates Qty. UOM Requested Delivery

P1 Category 1 - Alarm Parts - Sample Project Total 1 EA - Each

Provide total from sample project bid sheet for Category 1 - Alarm Parts - Sample Total

P2 Category 2 - Door Hardware, Parts and Equipment - Sample Project Total 1 EA - Each

Provide total from sample project bid sheet for Category 2 - Door Hardware, Parts and Equipment - Sample Total

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Service Line Items Service Line Items

There are no Items added to this event.

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