Competitive Bid Request for Proposal Re-Keying Project Fairfield & Alfond Campuses

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1 Competitive Bid Request for Proposal Re-Keying Project Fairfield & Alfond Campuses 1.0 Overview and Objectives Kennebec Valley Community College (KVCC) is requesting proposals from experienced and qualified companies to replace its existing lock and key systems at its Fairfield and Alfond campuses. Over time and as the College has grown, its lock and key systems have also grown, but in ways which have resulted in systems which are mixed, present certain resource management challenges, and constitute security risks for the College. The goal of this project is to establish a comprehensive key and lock system for both campuses which: Provides appropriate general access to all members of the Kennebec Valley Community in line with industry standards and best practices Allows employees adequate, timely access to College spaces in line with their responsibilities and duties Reduces security risks by controlling access and allowing for better key distribution and management Reduces ongoing financial and maintenance challenges by standardizing key and lock sets Improves ongoing management of these resources through the implementation of a modern key and lock management and inventory software system 2.0 Introduction / Background Information Kennebec Valley Community College (KVCC) is a comprehensive community college offering technical, career, and transfer education in addition to customized training for businesses and industries in Kennebec, Somerset, Waldo and Knox Counties. The College is located on two campuses in mid-maine. Its 70-acre main campus in Fairfield, Maine is reached by taking Exit 132 off Interstate 95. The new 600-acre Harold Alfond Campus is located seven miles north of the Fairfield campus on U.S. Route 201 in Hinckley, Maine. 3.0 Scope The successful Bidder will provide a solution which will replace the current mixed vendor/model key systems found on both campuses with a modern, patented restricted, 6-pin Small Format Interchangeable Core (SFIC) key system from a single manufacturer offered by Kaba or approved equal. The successful Bidder will also: Have the capacity to complete this work by August 3, Provide proof of insurance required and stipulated in the Maine Community College System Contract. Provide the contact information for three business references for this type of work Ensure that all applicable federal laws and laws of the State of Maine are adhered to at all times Other Important Information: Standard Terms and Conditions are Applicable to All MCCS Contracts see Exhibit A

2 Before commencing work under any Service Agreement, the successful Proposer shall produce evidence satisfactory to the College that it and its subcontractors, if any, have secured public liability, automobile and workers' compensation insurance coverage (and for professional service contracts, professional liability insurance coverage) as set forth in RIDER B. 4.0 Key System Requirements/Specifications 4.1 Key Tree and System Design Contractor shall provide complete system design Key Tree, with the input and guidance of College representatives. Consideration will be given to the existing key/lock and hardware systems in evaluating and proposing a method for providing a patented, 6-pin Interchangeable Core key system. (A complete lock hardware inventory is provided as Exhibit B of this RFP) A hard copy of the existing hardware inventory and building floor plans shall be provided upon request. Bidders shall verify the accuracy of the access hardware inventory when providing their proposals Final key tree and design will require College sign off. 4.2 Key and Core Hardware Contractor shall provide any and all necessary hardware to support the complete key/core replacement of all entry points to support a single patented key system for both campuses. The existing door access hardware may be subject to replacement depending on the compatibility of the proposed key system. The Bidder is responsible for providing costs associated with necessary hardware replacement If the existing door hardware does not support the proposed keying system, the Bidder shall identify said door hardware All classrooms shall be equipped with a lock down function enabling the faculty member to secure the entry point from within the room in the event of an emergency situation The Bidder shall provide two change keys for each lock. Each key shall be stamped with a unique identifier, serialized number and DO NOT DUPLICATE All permanent key blanks and other security keys shall be delivered directly to the KVCC representative from the manufacturer via secure courier, return receipt requested. Failure to properly comply with these requirements may be cause to require replacement of all or any part of the cylinders and keys involved as deemed necessary at no additional cost to the College All lock cores shall be stamped with an identifying code to facilitate ongoing key and lock system management The Bidder shall propose Kaba brand key and lock hardware, unless their proposal fully justifies any recommend deviation from this brand. 4.3 Key and Core Control Software

3 4.3.1 The Bidder shall propose a software package to serve as the basis for all ongoing key and lock inventory and management activities. This software shall be fully compatible with the proposed patented key solution, must be password protected and capable of supporting all buildings on both campuses The software shall be capable of providing all necessary key and core information for all associated keyed access points and shall be capable of managing key issuance to all College faculty, staff, administration, and designees, e.g. students and outside contractors All proposed control software must run on current, actively supported operating systems. This must include MS Windows Enterprise Versions 7 and 8 workstations that are a part of the College s MS Active Directory domain. All multi-user server based components should run on Windows Server R2 or Windows Server 2008 R2, preferably in a virtual environment. A Web-enabled front end is preferred, as is an SQL database back end The Bidder must provide costs of this software and also the cost of software upgrades, if not included in a provided maintenance agreement. 4.4 System Installation Contractor shall provide the complete installation of the key system. A College representative shall be available during normal business hours to provide access, and TO provide ancillary support for installation activities Actual dates for installation will be coordinated with KVCC representatives. Installation is anticipated to commence on June 1, Training A manufacturer s service representative shall provide training to College personnel by demonstrating normal operating procedures, troubleshooting, and regular maintenance of all equipment. This service representative shall also review operation and maintenance manuals The Bidder shall provide owner s manuals and technical information including key tree, bitting and proprietary codes to support all hardware and software supplied in this project. The Bidder shall also provide parts breakdown and parts ordering information for all hardware This project shall not be considered complete until such time as the agreed-upon training sessions and elements are completed. 5.0 Examination of Specifications Each Bidder or his authorized agent is expected to examine the bid specifications, contract documents, and all other instructions pertaining to the work, services, and supplies being requested. Bidders are advised to visit the building sites at their own discretion. Failure to do so will be at the Bidder's own risk, and the Bidder cannot secure relief on the plea of error in the bid. KVCC reserves the right to accept or reject any and all bids in part or in whole.

4 6.0 Interpretation of Contract Documents No oral interpretation will be provided to any Bidder as to the meaning of the specifications or other contract documents. Every request for such interpretation shall be made in writing at least three (3) or more days before the proposal due date and submitted to: Kevin Casey, Dean of Technology and CSO, KVCC, 92 Western Avenue, Fairfield, Maine ( ) or via at Every interpretation made to a Bidder will be issued in the form of an addendum to the contract/bid documents which, if issued, shall be sent as promptly as practicable to all persons to whom the specifications have been issued. All such addenda shall become part of the contract/bid documents. 7.0 Preparation of Bids KVCC seeks a Proposal that meets the specifications noted in this RFP. To facilitate the review process, KVCC requests one mailed copy of your bid. Your payment terms must be net Submission of Bid The Proposal, which must be signed by a person having proper authority to legally obligate the offering company, along with any additional supporting material, must be received no later than May 1, 2015 by 2:00 p.m. (EST). All proposals are to be sealed and marked Re-Keying Project and submitted to: Kennebec Valley Community College Kevin Casey, Dean of Technology and CSO 92 Western Avenue Fairfield, Maine The Bidder may also hand deliver proposals to Kevin Casey at 103 King Hall, 92 Western Avenue, Fairfield, Maine. 9.0 Bid Review/Evaluation The College will evaluate bids based upon the following criteria: 1. Technical ability to meet the outlined specifications 2. Bidder s project approach, experience and reference input 3. Price Supplemental Information: As part of the weighted average review, the College may request the Bidder to supply written clarifications, additional documentation or information needed to fairly evaluate each proposal. Presentations: The College reserves the right to request formal presentations from any or all respondents. Presentations shall include a brief overview of your written proposal, a more in-depth discussion and demonstration of services to be provided, and questions and answers. It is anticipated that each presentation will not exceed one (1) hour. No proposer will be entitled to be present during, or otherwise receive any information regarding, any other

5 presentation of any other proposer. KVCC reserves the right to reject any and all proposals submitted Withdrawal of Bids All proposals must be valid for at least thirty (30) days after the proposal due date, after which time proposals shall expire unless the proposer had been notified and agrees to an extension. KVCC reserves the right to modify or withdraw this invitation, to reject any or all proposals, and to terminate any subsequent negotiations at any time. KVCC also reserves the right to choose the proposal that best meets the needs of its facility and training programs Taxation and Compliance MCCS d/b/a KVCC is an educational institution organized under the laws of the State of Maine and so its purchase of goods is exempt from state, federal, and local sales and use taxes. The successful Bidder agrees to comply with all applicable federal, state and local statutes, laws, codes, rules, regulations, ordinances and orders in the performance of the Contract. Dated: By: Kennebec Valley Community College Kevin Casey, Dean of Technology and CSO 92 Western Avenue Fairfield, Maine 04937