RFP for Door Reader Key System.pdf

REQUEST FOR

PROPOSAL

RUDYARD AREA SCHOOLS KANTECH

READERS RFP-LOCKS

APRIL 2019

REQUES T FOR P ROP OS A L

G ENERAL TERMS AND CONDITIONS

The Rudyard Area Schools is seeking proposals for the integration of 25 interior door locks with the building existing Kantech system using ioProx Proximity Card Readers and ioProx Key Tags, located at:11185 W. 2ND STREET RUDYARD, MI 49780

Award of bid will be based on “best value” considering price, conformance to specifications, quality and relevance of training, past performance, and ability to deliver the products and services. This includes financial and corporate stability of the supplier as well as a proven track record with similar projects.

Each vendor must complete the pricing as requested and attach a complete hardware description for any variations. Rudyard Area Schools is exempt from all federal and state sales taxes. This award will be valid for a period of 60 days. Any request to tour the building or questions concerning this bid shall be directed to Chad Folkersma, Rudyard Jr/Sr High School Principal

(906)-478-3471 x-6202 or cfolkersma1@eupschools.org.

Bid prices shall include all inside delivery and installation at locations.

1) Shipments for all equipment must be coordinated with Rudyard Area Schools.

2) Rudyard Area Schools reserves the right to accept or reject any or all items in the bid; to accept or reject any or all bids; to waive any informalities therein; or for reasons of establishing uniformity or that serve the best interest of the District, to award the contract to other than the low bidder(s).

3) All proposals must be submitted on or in the format of the attached "BID PROPOSAL FORM".

Attachments are allowed to provide relevant details. The proposal must be the original and signed by an individual authorized to bind the vendor to be valid. Proposals must be received by Tuesday, April 30, 2019 by 1:00 PM or they will not be considered. Proposals received after the announced time and date will be returned unopened.

4) One (1) signed copy of the written proposal must be submitted in a sealed envelope marked “Proposal: Rudyard Kantech Readers RFP”. All proposals must be mailed or hand-delivered to:

Chad Folkersma Rudyard KANTECH Readers RFP-Locks 11185 W 2nd Street Rudyard MI, 49780

5) Bids will be publicly opened and read at 1:15 PM on Tuesday, April 30, 2019, in the Central Office located at above address. No oral, telephonic, email or facsimile proposals will be considered. No late proposals will be accepted.

6) All items proposed must be new, not reconditioned, unless otherwise indicated on the proposal.

7) Rudyard Area Schools is not liable for any costs incurred by the vendor prior to the issuance of any agreements, contracts or purchase orders, and will not pay for information solicited or obtained in response to this RFP. The information obtained will be utilized solely to determine the suitability of the products or services offered. Subsequent procurement, if any, will be in accordance with appropriate rules and regulations.

8) All submitted proposals will be reviewed and evaluated by only those officials who have a legitimate interest. Any information within a proposal that a vendor considers to be proprietary should be identified as such in writing. Otherwise, Rudyard Area Schools reserves the right to use any or all ideas presented with a proposal in any reply to this RFP. Selection or rejection of a vendor’s proposal does not affect this right.

9) Vendors may be required to make an oral presentation to Rudyard Area Schools evaluators if clarification of a proposal is necessary to make a proper evaluation. A vendor’s original proposal cannot be changed in any aspect as a result of an oral presentation. The oral presentation is only intended to provide an opportunity for vendors to clarify specific portions of their proposal. Oral presentations will be arranged at the discretion of Rudyard Area Schools and will be by invitation only.

10) Any maintenance costs and any other potentially hidden costs shall be identified as part of the proposal.

11) All questions regarding the specifications of devices or clarifications regarding the general, terms and conditions must be emailed to Chad Folkersma by Wednesday April 24, 2019.

Responses to the questions will be completed and returned by Friday April 27, 2019. The email address is cfolkersma1@eupschools.org. The bid will be board approved at the May 20, 2019 school board meeting.

12) All bids must also include signed copies of the Familial Relationship Disclosure Form and the Iran Linked Business Disclosure Form mailto:cfolkersma1@eupschools.org mailto:cfolkersma1@eupschools.org

KEY SYSTEM SPECIFICATIONS

The following specifications are intended to define the minimum requirements of acceptable equipment. The vendor is responsible for providing documentation that the product or manufacturer meets the requirements at the time of the response opening. A lack of documentation may constitute non-compliance with the requirement and is considered incomplete and can be thrown out.

The quantities listed are the quantities planned and we are looking for a total price. There are a couple optional items that we would like pricing on. Any additional options that the vendor would like to propose will be accepted for consideration.

The Rudyard Area Schools reserves the right to negotiate quantities listed below should the total cost not match our budget.

Master Key System Specification

INTEGRATION OF 25 INTERIOR DOOR LOCKS WITH THE BUILDING E XISTING

KANTECH SYSTEM

PART 1 - GENERAL

1.1 Summary

Doors to be equipped with the ioProx Proximity Readers (for 25 doors) Listed by Importance

1. 1 door gym (east entrance)

2. 1 door gym (west entrance)

3. 1 door at Shop

4. 1 door weight room

5. 17 classroom doors (HS & Elementary)

6. 2 doors HS office

7. 1 door HS boys locker room

8. 1 door HS girls locker room

We are seeking bids for the integration of 25 interior door locks with the building existing Kantech system using ioProx Proximity Card Readers and ioProx Key Tags.

1.2.1 ACTION SUBMITTALS

A. Product Data: For each type of product indicated.

B. Other Action Submittals:

1. Door Hardware Schedule: Prepared by or under the supervision of Installer, detailing fabrication and assembly of door hardware, as well as installation procedures and diagrams. Coordinate final door hardware schedule with doors, frames, and related work to ensure proper size, thickness, hand, function, and finish of door hardware.

2. Keying Schedule:

Prepared by or under the supervision of Installer, detailing Owner's final keying instructions for locks.

Include schematic keying diagram and index each key set to unique door designations that are coordinated with the Contract Documents See Rudyard Building Key Plan

1.3 INFORMATIONAL SUBMITTALS

A. Product Certificates: For electrified door hardware, from the manufacturer.

1. Certify that door hardware approved for use on types and sizes of labeled fire- rated doors complies with listed fire-rated door assemblies.

1.4 CLOSEOUT SUBMITTALS

A. Maintenance Data: For each type of door hardware to include in maintenance manuals.

Include final hardware and keying schedule, Quick Key Index, Floor plan with Key

Marks, delivered on flash drive

1.5 QUALITY ASSURANCE

A. Installer Qualifications: Supplier of products and an employer of workers trained and approved by product manufacturers and an Architectural Hardware Consultant who is available during the course of the Work to consult with Owner about door hardware and keying.

B. Architectural Hardware Consultant Qualifications: A person who is experienced in providing consulting services for door hardware installations that are comparable in material, design, and extent to that indicated for this Project

C. Source Limitations: Obtain each type of door hardware from a single manufacturer.

D. Electrified Door Hardware: Listed and labeled as defined in NFPA 70, Article 100, by a testing agency acceptable to authorities having jurisdiction.

E. Keying Conference: Key conferences are to be scheduled to create and review key system.

Deliver keys to Owner 2 weeks before re-key installation is to commence, via registered mail or overnight package service.

1.6 DELIVERY, STORAGE AND HANDLING

A. Inventory door hardware on site and provide in a secured room allocated by customer.

B. Tag each item or package with identification coordinated with door and hardware schedule and floor plan

1.7 COORDINATION

A. Installation Templates: Distribute for doors, frames, and other work specified to be factory prepared. Check Shop Drawings of other work to confirm that adequate provisions are made for locating and installing door hardware to comply with indicated and existing requirements.

B. Electrical System Roughing-In: Coordinate layout and installation of electrified door hardware with connections to power supplies and building safety and security systems.

C. Existing Openings: Where hardware components are scheduled for application to existing construction or where modifications to existing door hardware are required, field verify existing conditions and coordinate installation of door hardware to suit opening conditions and to provide proper door operation.

1.8 WARRANTY

Special Warranty: Manufacturer's standard form in which manufacturer agrees to repair or replace components of door hardware that fail in materials or workmanship within specified warranty period.

1. Warranty Period: One year from date of Substantial Completion, unless otherwise indicated.

a. Exit Devices: Three years from date of Substantial Completion.

b. Manual Closers: Ten years from date of Substantial Completion.

c. Locksets: Three years from date of Substantial Completion

1.9 MAINTENANCE & SERVICE

A. Maintenance Tools and Instructions: Furnish a complete set of specialized tools and maintenance instructions for Owner's continued adjustment, maintenance, and removal and replacement of door hardware.

PART 2 - PRODUCTS

2.1 SCHEDULED DOOR HARDWARE

A. Provide door hardware for each door as scheduled in Door Hardware Schedule to comply with requirements in this Section.

1. Door Hardware Sets: Provide quantity, item, size, finish or color indicated, and products equivalent in function and comparable in quality to named products by other listed manufacturers.

2. Sequence of Operation: Provide electrified door hardware function, sequence of operation, and interface with other building control systems indicated.

2.2 MECHANICAL LOCKS AND LATCHES

A. General: Provide lock functions as indicated in door hardware schedule.

1. Verify all Lock Functions with owner prior to ordering. Ordering incorrect lockset function without verification will result in furnishing new lockset at no cost to owner.

2.7 KEYING

A. Furnish all items specified, scheduled, shown or required herein.

B. Conduct and Furnish itemized site Survey

C. Conduct and Furnish Key System Plan with Expansion

D. Furnish Key System Schedule

E. Furnish Key System Schematic

F. Conduct and Furnish Key Meetings and Provide all Documentation

PART 3 - EXECUTION

3.1 INSTALLATION

A. Examination: Examine doors and frames, before ordering and installation for compliance with requirements for installation tolerances, labeled fire-rated door assembly construction, wall and floor construction, and other conditions affecting performance.

B. Field Verify all openings for existing conditions and provide all materials and workmanship to convert existing doors and hardware to hardware as indicated in hardware schedule.

C. Clean all surface areas effected by installation

D. Complete installation by August 31, 2019

GENERAL QUESTIONS

Functional Requirements

Quality of components

Describe the quality and performance of any variance in the proposed equipment.

Warranty

Describe all aspects of any variance in the proposed equipment.

Support Services

Support

Describe your follow-up support services that are available.

Service Inventory

Describe the availability of replacement parts for any variance in the proposed equipment.

Documentation, Training & Customer Feedback

Specifically annotate the types of media (CD, printed, web, etc.) available for documentation. Include presale information, technical service bulletins and end of support timelines.

Provide references of three (3) K-12 school district accounts currently serviced, for whom comparable work has been performed, must be furnished. This list shall include company name, person to contact, address and telephone number.

Pricing

Describe and list any license fees or extra costs or potential charges.

BID PROPOSAL FORM

RUDYARD AREA SCHOOLS

KANTECH READERS RFP- LOCKS

The undersigned certifies that the bid contained herein meets or exceeds specifications. Prices bid will remain firm for 60 days from the date of opening.

The undersigned certifies that there is no direct or indirect business relationship between this firm and any of its employees, with any member of the Rudyard Area Schools Board of Education or any school district employee in a position of influence and there is no conflict of interest.

Signature ___________________________________

Date _________

• Overall Cost of Keying all required doors as listed for Interior Doors

• Optional Cost for optional Extra Interior Doors Keyed This would be an optional cost.

Other non-included costs $ __________________________

Grand Total (Includes All expected costs, travel, expenses, charges, fees, etc) $________________

Firm Name_______________________________________ Phone number_____________________

Firm Address_________________________City_________________State_____Zip Code_________

Submitted by: _______________________________________Title: __________________________

Authorized Signature _______________________________________________ Date ____________

FAMILIAL RELATIONSHIP DISCLOSURE FORM

AFFIDAVIT OF BIDDER

The undersigned, the owner or authorized officer of (the Bidder), Pursuant to the familial disclosure requirements provided in the Request for Proposal, hereby represents and warrants, except as provided below, that no familial relationships exist between the owner(s) or any employee of (the Bidder) and any member of the Board of Education of the School District or the

Superintendent of Rudyard Area Schools.

List and describe any Familial Relationships:

BIDDER:

By:_________________________________

Its:_________________________________

STATE OF MICHIGAN

COUNTY OF: _______________________

Subscribed and sworn to before me on the __________ day of ______________2019, By

____________________________________(notary public)

________________________________ County, Michigan

My Commission Expires: __________________________

Acting in County of _______________________________

IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

SWORN AND NOTARIZED AFFIDAVIT OF COMPLIANCE

The undersigned, the owner or authorized officer of (the “Bidder”), pursuant to the compliance certification requirement provided in the Rudyard Area School District (the “District”) Request for Proposal, hereby certifies, represents and warrants that the Bidder (including its officers, 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 the Bidder is awarded a contract 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 2 times the amount of the contract or proposed contract for which the false certification is made, whichever is greater, the cost of the 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.

Signature _____________________________________ Title __________________________

Name of Firm __________________________________________________________________

STATE OF MICHIGAN

COUNTY OF __________________

On this ____________ day of ____________, 2019, before me a Notary Public in for said county, personally appeared ____________________, agent of the firm __________________, and who acknowledged the same to his free act and deed as such agent.

________________________(notary public)

____________________ County, Michigan

My Commission Expires _______________

Acting in County of ___________________