RFP 20250415.2 - Electronic Locks.pdf

JKL Bahweting School PSA

Request for Proposal

Wireless Electronic Locks

Carolyn Dale School Superintendent

Date:

April 15, 2025

RFP #

20250415.2

JKL Bahweting School PSA – RFP# 20250415.2 - Request for Proposal

1.0 GENERAL INFORMATION

1.1 Scope of the Project 3

1.2 Bid Submission 3

1.3 Calendar of Events 3

2.0 ELECTRONIC LOCKS 4

2.1 Required Equipment 4

2.2 Readers and Credentials 4

2.3 Door Locations 4

2.4 Existing Equipment 5

3.0 INSTALLATION 5

4.0 OTHER CONSIDERATIONS 5

5.0 INSURANCE REQUIREMENTS 6

6.0 BID REQUIREMENTS 7

6.1 Additional Bid Requirements 7

6.2 Rejection of Bids 7

6.3 Required Information in Bid Responses 7

BID FORMS:

SEALED BID LABEL

BID SUBMISSION

SCHEDULE OF VALUES

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTION ACT

FAMILIAR RELATIONSHIP DISCLOSURE

1.0 GENERAL INFORMATION

1.1 Scope of the Project

JKL Bahweting School is seeking a vendor for the purchase of equipment, accessories, and software licensing for installation of electronic locks to an existing Genetec access control system.

1.2 Bid Submission

Bid closing is April 30, 2025 at 3:00 PM local time at which time all received bids will be publicly opened. All bids received after closing will automatically be rejected. Bids must be sealed and labeled using the provided SEALED BID LABEL form.

Sealed bids will be received at:

JKL Bahweting School PSA Attn: Director of Business and Finance 1301 Marquette Ave.

Sault Sainte Marie, MI 49783

Faxed, electronic, and late bid submissions will be not accepted.

Any requests or questions concerning this bid or any of the requirements should be directed the Project Manager:

Matt Patzwald, Manager of Technology Services MPatzwald@jklschool.org

A copy of this bid request, including any related addendums and corrections can be found at:

http://www.jklschool.org/rfp

1.3 Calendar of Events

Release of Request to Bid April 15, 2025 Bid Closing (3:00 PM EST) April 30, 2025 School Board Approval May 13, 2025 Notification of Award Following Approval Purchase and Installation TBD Requested Project Completion: On or before July 31, 2025 http://www.jklschool.org/rfp

2.0 ELECTRONIC LOCKS

2.1 Required Equipment

Vendor shall propose a cost-effective solution for wireless access control for classrooms and office doors with the following conditions:

• All locks and controllers must be compatible with the existing Genetec Access Control System. See section 2.3. Changing the existing access control system platform, beyond version updating, is not desired.

• Any locks must have cores compatible with the school’s existing keyway system.

Access Control Vendor will be required to coordinate with Project Manager to verify core types, keying, etc. prior to equipment order.

• Information regarding door models, swing types, existing door locks, and keys will be provided upon specific request.

• Compatible with smart credentials (non prox).

Software/Licensing

• As necessary, Genetec Reader Licensing/firmware for all applicable equipment o Account/system information will be provided at time of purchase

2.2 Readers and Credentials

Replace any existing readers that only support prox type credentials. Existing readers in use are HID RPK40, HID Miniprox Mullion and Schlage AD400 multi-technology.

Miniprox locations: 11

Replace existing proximity credentials key fobs and cards with more secure non prox type key fobs/cards.

Total Credentials Needed: 200

2.3 Door Locations

Location 1:

Classrooms within a single hallway approximately 125’ in length. IDF network access is located at approximately midpoint of the hallway. The building is wood/drywall construction.

Total Doors: 8

Location 2:

2 Classrooms, plus interior doors, and IDF network access all located within 20’ radius. The building is wood/drywall construction.

Total Doors: 2

Location 3:

AD400 for various Classrooms and office doors along hallways within range of existing EP/LP1501-PIM400 controllers. Additional controllers are not required in these locations.

Total Doors: 5

A building map containing door and IDF locations will be provided upon written request.

2.4 Existing Equipment

All requested and alternatively proposed equipment must work with the existing system.

Vendor responses that propose a different access control platform will be rejected.

For reference, the existing software and hardware components of the access control system are:

• System: Genetec Security Center 5.10 (system can be updated to current)

• Synergis Cloud Link 11.4 (silver unit model)

• Multiple AD400 with EP/LP1501-PIM400 controllers in some hallways

3.0 INSTALLATION

Onsite installation services are requested for all proposed equipment and should be coordinated with the school’s technology department for network information and system programming access.

Please provide proposal costs to allow for installation by vendor. All costs associated with installation, materials, cabling, travel, etc must be included. Upon completion, vendor shall provide the Technology Department with a spreadsheet of all relevant information: IP/mac addressing, logins/passwords, serial numbers, etc.

Work can be performed before, during or after school hours of M-F 8-4 PM; however, any work performed should minimize disruption to the instructional operations of the school.

4.0 OTHER CONSIDERATIONS

No specific solution or manufacturer has been identified in this request. The school is seeking a cost-effective solution to add additional access control to classroom and office doors at various locations throughout the school. Vendors are not limited to proposing the same model equipment as existing and may submit other manufacturers and models of equipment, controllers, etc. provided all devices are compatible with the existing Genetec access control system. For example, door locks proposals are not required to be limited to only include Schlage AD400 units.

Any proposed controllers located outside the IDF must be PoE (preferred) or 12/24v low voltage capable as necessary. Assume that each IDF locations already has an 24v DC power supply panel and will not be required to quote. Assume that if a controller is installed outside the IDF that a new CAT6 ethernet connection will need to be run. All CAT6 and low voltage cabling should be plenum and run to nearest IDF location. Power supplies, if requiring power other than 24v DC, should also be proposed and need to be rack mountable.

Any equipment, parts, or other materials removed as part of the installation process remain the property of the school and should not be disposed without prior permission.

5.0 INSURANCE REQUIRMENTS

The awarded Contractor agrees, at its sole cost and expense, to purchase, prior to commencement of services, and maintain the follow insurance coverage in the minimum amounts indicated for the entire duration of the contract.

Commercial General Liability Insurance: on an “Occurrence Basis” with limits of liability not less than $1,000,000 each occurrence, $2,000,000 aggregate, combined single limit, Personal Injury, Bodily Injury, and Property Damage. Coverage shall include the follow extensions: A) Contractual Liability; B) Products and Completed Operations; C) Independent Contractor’s Coverage; D) Broad Form General Liability Extensions or equivalent; E) Deletions of all Explosion, Collapse, and Under group (XCU) Exclusions, if applicable.

Worker’s Compensation including Employer’s Liability Coverage: of $100,000 each accident, $500,000 annual aggregate, in accordance with all applicable Michigan law.

Motor Vehicle Liability: If Contractor, or its employees, will use motor vehicles to satisfy its responsibilities under this contract, then Contractor must have a minimum amount of $1,000,000 per occurrence combined single limit including coverage for hired or leased vehicles, and owned and non-owned vehicles with No-Fault coverage as required by law. If an insurance coverage furnished by Contractor is on a “claims made” basis, the Contractor shall continue the coverage required under this contract for a minimum period of three years after the expiration or termination of this contract.

If such insurance is not in force, JKL Bahweting School may, at its option, terminate and cancel the contract.

This insurance requirement also applies to any contractor(s) used in collaboration for completion of this project.

6.0 BID REQUIREMENTS

6.1 Additional Bid Requirements

• All Bids must provide pricing on the “base bid” as described. Voluntary alternatives providing comparable functionality of the requested equipment (must still work with existing systems) may be proposed. Voluntary alternatives must be identified as “Voluntary Alternates” and detailed on provided Bid Forms.

• The school reserves the right to consider proposals based on their relative merit, risk, and value to the school.

• All hardware, equipment, and accessories must be NEW. Items classified as refurbished, remanufactured, or “off-lease” will not be accepted.

• Contractors must be an authorized re-seller or provide documentation that equipment was obtained through authorized distribution channels for all major components.

• The school reserves the right to cancel all or parts of this request for bid if it is in the best interest of the school.

• This bid request does not commit us to award a contract, to pay any costs associated with the preparation of a response, to procure or contract for services or equipment.

• The Contractor shall pay for all licenses, permits, taxes, and fees required for this project; and shall comply with all federal, state, and local, laws, ordinances, regulations and other requirements applicable to the work specified at no additional cost to the school. Contractor shall submit copies of all approved certificates and approvals to the school upon receipt.

6.2 Rejection of Bids

JKL Bahweting School reserves the right to accept or reject any or all bids, and to waive any minor discrepancies or technicalities in the bid or specifications when deemed to be in the best interest of the school.

6.3 Required Information in Bid Responses

Bid responses may be rejected for failing to provide all required forms, and any other required information/documentation.

Required Information in Response

1. Bid Submission

2. Schedule of Values

3. Affidavit of Compliance – Iran Economic Sanctions Act

4. Familiar Relationship Disclosure

5. Product data sheets, reference documents

A copy of the required bid forms in a Microsoft Word format will be available at https://www.jklschool.org/rfp

BID FORM:

SEALED BID LABEL

Separate, or fold over, the label on the line below, and affix to the exterior of sealed container so information is clearly visible for Bid Submission. Ensure label is attached in a manner to prevent accidental removal or defacement. Label shall serve as sole identification for sealed bid at submission.

BID TO: JKL Bahweting School PSA

Attention: Director of Business and Finance 1301 Marquette Avenue Sault Ste. Marie, Michigan 49783

BID FROM: ___________________________________________

PROJECT: Electronic Locks

RFP # 20250415.2

DUE: April 30, 2025, 3:00 PM local time

BID SUBMISSION

BID TO: JKL Bahweting School PSA Attention: Director of Business and Finance 1301 Marquette Avenue Sault Ste. Marie, Michigan 49783

BID FROM:

PROJECT: Electronic Locks, RFP #20250415.2

The undersigned, having familiarized themselves with all local conditions affecting the cost of work, and having examined all applicable Bidding Documents herein, and herein referenced, including, but not limited to, all addenda issued thereto, hereby propose to furnish all materials, equipment, and services required this project for the sum of:

Base Bid: Dollars ($ ) Said amount written above constituting the Base Bid

ALTERNATES:

Voluntary Alternates shown below are identified and described in detail with appropriate attachment(s) as referenced herein.

Voluntary Alternate A: $ Voluntary Alternate B: $

MICHIGAN FAMILIAL RELATIONSHIP DISCLOSURE:

Accompanying this Bid, as required herein, is a legally executed and notarized Michigan Familial Relationship Disclosure.

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT:

Accompanying this Bid, as required herein, is a legally executed and notarized Affidavit of Compliance

– Iran Economic Sanctions Act.

SIGNATORY AUTHORITY:

The undersigned certifies they are an authorized agent of the bidding entity, and legally able to bind the bidding entity to the terms, conditions, and responsibilities of this, and all referenced bid documents.

Furthermore, the undersigned acknowledges an understanding that non-compliance of this authority or any other bidding requirements may result in forfeiture of bid security, dismissal of consideration of bid submitted, and/or personal liability against the signatory.

In submitting this bid, it is understood that JKL Bahweting School reserves the right to reject any or all bids. It is further agreed that this bid is binding for a period of Ninety (90) days from the opening thereof.

Respectfully submitted, Date:

By:

Signed:

Title:

Company Name:

Address:

Primary Contact:

Name:

Title:

Email Address:

Telephone Number:

SCHEDULE OF VALUES

(Bidder may submit a version of only this form with slight variation. All information in this form is required. Form submitted must materially match below both in content and format. Failure to provide an appropriate and complete SCHEDULE OF VALUES, as determined by the School, may result in disqualification of Bid.)

All project costs must be detailed - including all equipment, materials, services, delivery, labor, installation, travel, etc.

Bidder: Bid Project:

Part #

Mfg and Description

Qty

Unit Cost

Unit Labor

Total Proposed

TOTAL PROJECT COST

(Must match bid submission form)

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

The undersigned, the owner or authorized officer of the below named contractor (the “Contractor”), pursuant to the compliance certification requirement provided in the JKL Bahweting School’s (the “School District”) Request for Proposals (the “RFP”), hereby certifies, represents and warrants that the Contractor (including its officers, directors, and employees) is not an “Iran linked business” within the meaning of the Iran Economics Sanction Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Contractor is awarded a contract as a result of the aforementioned RFP, the Contractor will not become an “Iran linked business” at any time during the course of performing the Work or any services under the contract.

The Contractor further acknowledges that any person who is found to have submitted a false certification is responsible for all civil penalty of not more than $250,000.00 or 2 times the amount of the contract 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 that is determined that the person submitted the false certification.

Name of Contractor

Signature:

Print:

Title: ______________________________

Date: ______________________________

STATE OF __________________)

) ss.

COUNTY OF ________________)

Subscribed and sworn to before me this __________ day of ____________, _________.

Notary Public, ____________ County, ________

My commission expires: ____/ ____/ __________

Acting in the County of: ____________________

MICHIGAN FAMILIAR RELATIONSHIP DISCLOSURE

Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familiar relationships that exists between the owner or any employee of the bidder and any member of the JKL Bahweting School Board of Education or School Superintendent must be accompanied with the bid. Bids without this disclosure statement will not be accepted.

The current members of the JKL Bahweting School Board of Education are: Norma Castro, Nicholas Kibble, Fred Carr, Danielle Schofield, Tiffany Escherich

The JKL Bahweting School Superintendent is: Carolyn Dale

� The following are the familiar relationships:

� There are none.

STATE OF ____________________)

)ss

COUNTY OF __________________)

The undersigned, authorized representative of bidder ________________________________ does hereby acknowledge that bidder has read the foregoing disclosure statement, and the statements herein contained are true.

Signature of Bidder Representative

Print Name

Title

Subscribed and sworn to before me this ______ day of __________________, ________.

Notary Public, _____________County of ________

My commission expires: ____/ ____/____________