Lock and Key Maintenance The University of Texas M.D. Anderson Cancer Center

Lock and Key Maintenance The University of Texas M.D. Anderson Cancer Center INTRODUCTION The University of Texas M.D. Anderson Cancer Center ( M. D. Anderson ) is known throughout the world for high-quality cancer care, research, academic programs and prevention services. Since its establishment in 1941, M.D. Anderson has made major contributions to improve the outlook for cancer patients everywhere. M.D. Anderson was one of the first three federally designated comprehensive cancer centers by the National Cancer Act of 1971. A survey of health professionals has routinely ranked M.D. Anderson as one of the two premier cancer centers in the nation for the past fifteen years. The team approach to cancer care, pioneered at M.D. Anderson, has been strengthened by consolidating specialty clinics into multi-disciplinary care centers that allow patients to receive more ambulatory care and treatment in a single location. Existing Houston facilities include the latest M. D. Anderson Main Complex facility completed in 1998 and designated as the Alkek Building. This facility consists of more than 1.2 million square feet of new space and is dedicated to clinic, research, and patient care in the Texas Medical Center. During 2005, Owner completed construction of the George and Cynthia Mitchell Basic Sciences Research Building, Ambulatory Clinical Building, the Cancer Prevention Building, and the South Campus Research Building Two. Owner is currently constructing the Faculty Center Tower, which is scheduled to be completed during 2008. Educational programs train about 2,000 scientists, physicians, and allied health professionals annually. A new Cancer Prevention Center provides sophisticated cancer risk assessment and early detection, genetic testing, counseling, classes to address harmful lifestyle habits, and long-term follow-up for recovering cancer patients. Studies of the environmental causes of cancer are conducted at M. D. Anderson Science Park in nearby Bastrop County. The Bastrop site also includes a center to provide veterinary resources for research. The M.D. Anderson Houston Campus is comprised of multiple buildings throughout 94 acres within and near the Texas Medical Center and is divided into four areas: Main Campus North of Holcombe, Main Campus South of Holcombe, Mid Campus, and the South Campus. Various remote sites are located throughout the Houston Metroplex area. In addition, M.D. Anderson owns and operates research/animal holding facilities in Smithville, Texas and Bastrop, Texas. It is the intent of M. D. Anderson to obtain information and pricing for the purpose of securing a qualified Locksmith Service to work under the supervision and framework of the M. D. Anderson Division of Facilities, Department of Campus Services Lock Shop ( Lock Shop ) to provide lock and key maintenance in support of the existing STANLEY SECURITY SOLUTIONS BEST ACCESS SYSTEM ( BEST ) brand of interchangeable core and mechanical lock system. 1 of 13

SECTION 1 - LOCK SHOP OPERATIONS 1.1 Overview 1.1.1 M. D. Anderson is requesting bids for on-site Locksmith Services covering over nine (9) million square feet at all M. D. Anderson-owned facilities. These Locksmith Services will include services defined as M. D. Anderson Lock Shop Operations and Institutional Projects. 1.1.2 M. D. Anderson utilizes the STANLEY SECURITY SOLUTIONS BEST ACCESS SYSTEM ( BEST ) brand of interchangeable core and mechanical lock system. 1.1.3 While not the subject of this RFP, work performed on Institutional Projects is explained in greater detail below in Section 2 Institutional Projects. Contractor will be expected to extend, at a minimum, all labor rates and parts discounts to support Institutional Projects as outlined in Rider 102 Pricing Schedule of RFP. 1.1.4 The successful bidder ( Contractor ) will submit a Lock and Key Maintenance bid that outlines an agreement that is in compliance with this Rider 101 Scope of Work. 1.1.5 The successful bidder will submit an implementation plan. 1.1.6 Prospective bidders interested in submitting a bid are invited to attend a pre-bid meeting on March 18, 2008 at 10:30 a.m., 3000 Pawnee Street, Houston, TX 77054 as described on the RFP cover page. 1.1.7 The M. D. Anderson Lock Shop Project Manager ( Project Manager ) will make only one (1) scheduled walkthrough of representative M. D. Anderson locations for interested bidders as described on the RFP cover page. 1.2. On-Site Staffing Requirements 1.2.1 All Contractor on-site staff, whether permanently or temporarily assigned, must be reviewed and approved by M. D. Anderson Lock Shop Management and formally oriented to M. D. Anderson operations prior to performing work on any M. D. Anderson lock cores or mechanical lock systems. 1.2.2 Contractor will be required to provide the services of one (1) factory trained and BEST-certified master grade Locksmith for up to forty (40) hours per week as required by M. D. Anderson s Lock Shop workload. 1.2.3 Contractor will provide one (1) factory trained and BEST-certified substitute master grade Locksmith for up to forty (40) hours per week as required by M. D. Anderson s Lock Shop workload when the dedicated Locksmith is unavailable for reasons of illness, vacation, etc. 1.2.4 Contractor will provide additional full time or part time dedicated Locksmith(s) to assist M. D. Anderson Lock Shop operations only if the work load requires additional personnel and such additions are agreed to 2 of 13

by M. D. Anderson Lock Shop Project Manager or designee. 1.2.5 All Contractor Locksmiths must be authorized to service M. D. Anderson s existing keying system in order to maintain existing manufacturer warranties. 1.2.6 Contractor will provide summary resumes for its proposed key personnel who will be providing services under this scope of work, including their specific experiences with similar service projects, number of years of employment with your company and manufacturer-specific training and/or certifications, if any. 1.2.7 Contractor s Locksmith shall be available and on the M. D. Anderson Campus from 8:00 AM to 4:30 PM, Monday through Friday, excluding M. D. Anderson recognized State of Texas Holidays described in Attachment A. If the Contractor observes a holiday not recognized by M. D. Anderson, Contractor will provide a factory trained BEST-certified Locksmith from the M. D. Anderson approved roster. Said Locksmith will be required to contact M. D. Anderson within one (1) hour of call-out and will be on site within four (4) hours. Contractor will provide the call-out Locksmith at regular labor rates as set forth by Contractor in Rider 102 Pricing Schedule. 1.2.8 Institutional Project-related work outlined below in Section 2 Institutional Projects shall not be performed during the Lock Shop hours designated in Paragraph 1.2.7 above. The Contractor s dedicated Locksmith, including the Project Coordinator/Manager s primary focus and responsibilities under this agreement must be to the needs of the M. D. Anderson Lock Shop exclusively. 1.3 Scope of Services 1.3.1 Contractor will provide Locksmith services including, but not limited to: New mechanical lock installation New electro-mechanical lock installation Existing lock repair New keys for expansion of existing Best Master Key Systems code New cores for expansion of existing Best Master Key Systems code 1.3.2 Contractor will provide service to include parts, labor, and travel necessary to maintain M. D. Anderson standard lock equipment to manufacturer s operating specifications: 1.3.3 All repairs must be done on-site unless otherwise approved by the M. D. Anderson Lock Shop. 1.3.4 If equipment must be removed for service, a loaner of equal value and operational equivalent must be left. 1.3.5 Due to the size and nature of M. D. Anderson operations, Contractor s Locksmith must be available for recall to the premises 24/7 with no more than a four (4) 3 of 13

hour travel time to the premises for emergency repairs. M. D. Anderson Lock Shop Project Manager will have sole responsibility for determining what constitutes an emergency and to request emergency service 1.3.6 All replacement parts provided by the Contractor to repair M. D. Anderson locks are to be new unless otherwise approved by M. D. Anderson Lock Shop staff and must meet M. D. Anderson specifications. 1.3.7 Contractor will supply cut keys for BEST brand locks as requested by M. D. Anderson. Contractor will deliver these keys to the requesting department when directed by the M. D. Anderson Lock Shop within three (3) business days of receiving a work request. 1.3.8 Contractor s Locksmith will be required to acknowledge any work request back to the requestor within twenty-four (24) work hours and expected to complete most Lock Shop repairs and work orders within three (3) business days of receiving a work request. Anticipated increases in work load will not be considered an acceptable reason to change response times. 1.3.9 Contractor shall be responsible for completing and submitting to the M. D. Anderson Lock Shop Management, all hard copy records pertaining to work performed by Contractor. M. D. Anderson Lock Shop Management may impose additional daily, weekly or monthly reporting requirements on the Contractor to insure an up-to-date and accurate status of all work orders. M. D. Anderson and Contractor will agree on reporting requirements during final Agreement negotiation. 1.3.10 Physical Location of M. D. Anderson Lock Shop: 3000 Pawnee Street, Houston, TX 1.3.11 Contractor shall provide manufacturer authorized codes for all key code expansions and new master/submaster series to the existing M. D. Anderson s existing BEST keyway systems, which shall be compatible with the existing warranties for the keying system now in use. 1.3.12 All cut keys provided by the Contractor to M. D. Anderson shall be cut on a factory authorized BEST key combinator with key blanks of the same manufacturer so as to maintain all warranties on existing cores and keying system. 1.3.13 All cores and keys shall be BEST brand manufacturer and meet M. D. Anderson hardware specifications. 1.3.14 M. D. Anderson Lock Shop shall retain primary responsibility for distributing all replacement keys unless otherwise assigned to BEST. 1.3.15 M. D. Anderson shall provide Contractor space within the Lock Shop facility to perform work as necessary. 4 of 13

1.4 Labor Rates and Materials Pricing 1.4.1 Labor rates shall be quoted as follows on Rider 102 Pricing Schedule: Cost per hour for Regular time Mechanical Labor Cost per hour for Overtime Mechanical Labor Cost per hour for Regular time Electronic Labor Cost per hour for Overtime Electronic Labor Cost per hour for Emergency Mechanical Labor Cost per hour for Emergency Electronic Labor Cost per hour for Project Coordinator/Manager Labor Cost per hour for Overtime Project Coordinator/Manager Labor 1.4.2 Service labor time starts when the Contractor s Locksmith reaches the M. D. Anderson job site and stops when the Contractor s Locksmith exits the M. D. Anderson job site. 1.4.3 Contractor s Locksmith shall not perform any overtime work without prior authorization of M. D. Anderson Lock Shop Management. 1.4.4 Labor rates shall be reviewed by Contractor and M. D. Anderson Lock Shop Management no later than April 15 th of each year. Labor rate increases must be agreed upon by M. D. Anderson Lock Shop Management and will take effect September 1 st following the request for increase. Labor rate increases may not exceed two percent (2%) per contract year for the full period of the contract. 1.4.5 Contractor shall submit a current list of prices for parts (mechanical locks, electromechanical locks, padlocks, keys, key blanks, key cutting machines, lock cores, patented keys, etc.) compatible with M. D. Anderson s existing keying system and other Contractor supplied services (key cutting, key cores, refurbish key cutter machine, and electronic security system services). 1.4.6 Contractor will list percentage discount from standard list prices on Rider 102 Pricing Schedule if any is offered. 1.4.7 A revised parts price list may be issued by the Contractor no more than one (1) change per annum prior to April 15 th of each year. Any agreed upon change in pricing will be effective on September 1 st of each year. Hardware price increases may not exceed two percent (2%) per contract year for the full period of the contract. 1.4.8 Contractor shall provide all tools and equipment necessary to meet all requirements specified by any subsequent lock and key maintenance contract arising from this bid. 1.5 Project Manager 1.5.1 PROJECT MANAGER DESIGNEE: Rodney Beseda, Physical Plant Manager, Campus Services Phone Number: 713.792.2568 5 of 13

1.6 Invoicing Procedures and Payment 1.6.1 M. D. Anderson is exempt from all state of Texas sales and use taxes. 1.6.2 All Contractor s Lock Shop work orders shall be invoiced on a month-to-month basis using an even monthly billing method based upon a formula mutually agreed upon by M. D. Anderson Lock Shop Management and Contractor. 1.6.3 Contractor will be required to invoice any approved overtime charges on a separate purchase order. M. D. Anderson Lock Shop shall not be obligated to pay invoices for such overtime work performed by Contractor that was not first authorized and documented. 1.6.4 Contractor shall submit all invoices to M. D. Anderson s Accounts Payable Department as described below: 1.6.4.1 All invoices must clearly reference the assigned Purchase Order. All invoices received that do not reference a Purchase Order will be returned to the vendor for correction. 1.6.4.2 Original invoices may be sent by e-mail or mail to one of the following: Accounts Payable Unit 199 P. O. Box 301401 Houston, Texas 77230-1401 or mdaccap@mdanderson.org (send one invoice per e-mail and include vendor name in subject line, i.e., ABC Supply Invoice 1234) 1.6.4.3 A copy of the invoice should be sent to the M. D. Anderson Lock Shop as follows Rodney Beseda U. T. M. D. Anderson Cancer Center Campus Operations Unit 364 P. O. Box 301402 Houston, TX 77230-1402 SECTION 2 - INSTITUTIONAL PROJECTS 2.1 Scope of Service 2.1.1 Institutional Projects are outside of the management purview of M. D. Anderson s Lock Shop and the specifics of such project work are not described in this Agreement. 6 of 13

2.1.2 All parts and services utilized on Institutional Projects must meet M. D. Anderson hardware specifications as set forth in Section 1 Lock Shop Operations above in this Scope of Work. 2.1.3 The Contractor shall provide services as requested by M. D. Anderson for institutional remodeling and new construction projects. The pricing for parts and services for Institutional Projects shall, at a minimum, reflect the rates set forth in Rider 102 Pricing Schedule of this Agreement. M. D. Anderson persons authorized to order these services and parts/equipment will be provided to the Contractor as a post-award action item. 2.1.4 Contractor shall be responsible for meeting with M. D. Anderson s Department of Capital Planning and Management staff, M. D. Anderson remodeling and construction staff, and outside architectural staff to provide keying plans for new and remodel space. These plans will include lock hardware and key specifications and may require meetings with future space occupants to determine needs. 2.1.5 Institutional Project-related work shall not be performed during the Lock Shop hours designated in Paragraph 1.2.7 above. The Contractor s dedicated Locksmith and/or Project Manager s primary focus and responsibilities under this agreement must be to the needs of the M. D. Anderson Lock Shop exclusively. SECTION 3 BID RESPONSE REQUIREMENTS AND SELECTION 3.1 Contractor s Qualifications 3.1.1 Contractor s proposal will guarantee compliance with Rider 101 - Scope of Work and attached M. D. Anderson Rider 103 - Terms and Conditions. 3.1.2 Contractor must provide detailed information on the parts and equipment the Respondent seeks to supply/install at M. D. Anderson 3.1.3 Contractor shall provide evidence of their Locksmith certification and training with M. D. Anderson s standard lock/key system. 3.1.4 Contractor shall provide a customer reference list of no less than three (3) organizations with which Contractor currently has contracts and/or to which Contractor has previously provided services [within the past five (5) years] of a type and scope similar to those required by M.D. Anderson s RFP. Contractor should include any work previously performed at M. D. Anderson and/or any other government or healthcare multi-site entity. Contractor will include in its customer reference list the customer s company name, contact person, telephone number, project description, length of business relationship, and background of services provided by Contractor. 3.1.5 Contractor must be licensed by the State of Texas to perform Locksmith Services and must be willing to provide proof of such licensure upon 7 of 13

request. 3.1.6 Contractor shall complete all questions presented in Section 5 Respondent s General Questionnaire of this RFP. 3.2 Contractor Pricing 3.2.1 Contractor shall submit bid pricing based on performing all work and service requirements set forth in Section 1 Lock Shop Operations above. 3.2.2 For this RFP response, Contractor shall provide pricing as requested in Rider 102 Pricing Schedule. 3.3 Bid Selection Criteria The final selection of a vendor to undertake the work described in this Rider 101 Scope of Work will be made by an evaluation team based on the following criteria and weighting: 3.3.1 Pricing [35%] The amount of the bid for labor rates and parts pricing. 3.3.2 Ability to Perform Service [40%] The Contractor s ability to perform the listed services promptly, or within the time required, without delay or interference; and, supply necessary parts compatible with M. D. Anderson s existing master keying system codes without undue delay. 3.3.3 Respondent s General Questionnaire [15%] Overall quality of responses, quality of references Quality of references and scope of work performed at provided references. Value-add services, if any. 3.3.4 Specific Experience [10%] Overall quality and scope of previous work performed at M. D. Anderson and/or any other multi-site health care or government facility. SECTION 4 RFP TIMELINE Date(s) Wednesday, March 12, 2008 Tuesday, March 18, 2008 Friday, March 28, 2008 Monday, March 31 Friday, April 4, 2008 Monday, April 7, 2008 Tuesday, April 15, 2008 Task RFP Issued Pre-bid conference and walk-through of representative sites Bid Opening Independent Evaluations by Selection Committee Contract Award Contract Execution SECTION 5 RESPONDENT S GENERAL QUESTIONNAIRE 8 of 13

Proposals must include responses to the questions contained in this Respondent s General Questionnaire. Respondent should reference the item number and repeat the question in its response. In cases where a question does not apply or if unable to respond, Respondent should refer to the item number, repeat the question, and indicate N/A (Not Applicable) or N/R (No Response), as appropriate. Respondent will explain the reason when responding N/A or N/R. 5.1 Respondent Profile 5.1.1 Legal name of Company: Address of principal place of business: Address of office that would be providing service under the Agreement: Number of years in Business: State of incorporation: State of Texas Locksmith License # Number of Employees: Number of Locksmiths: Annual Revenues Volume: Name of Parent Corporation, if any 5.1.2 Is Respondent an authorized BEST dealer, distributor or repair facility? If so, which designation best describes Respondent. 5.1.3 State whether Respondent will provide a copy of its financial statements for the past two (2) years if requested by M.D. Anderson. 9 of 13

5.1.4 Provide Respondent s Dunn and Bradstreet number. 5.1.5 Is Respondent currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, Respondent will explain the expected impact, both in organizational and directional terms. 5.1.6 Respondent will provide any details of all past or pending litigation or claims filed against Respondent that would affect its performance under the Agreement with M.D. Anderson (if any). 5.1.7 Does any relationship exist (whether by family kinship, business association, capital funding agreement, or any other such relationship) between Respondent and any employee of M.D. Anderson? If yes, Respondent will explain. 5.1.8 Respondent shall provide a customer reference list of no less than three (3) organizations with which Respondent currently has contracts and/or to which Respondent has previously provided services [within the past five (5) years] of a type and scope similar to those required by M.D. Anderson s RFP. Respondent should include any work previously performed at M. D. Anderson and/or any other government or healthcare multi-site entity. Respondent will include in its customer reference list the customer s company name, contact person, telephone number, e-mail address, project description, length of business relationship, and background of services provided by Respondent. 5.2 Approach to Providing Services 5.2.1 Respondent will provide a statement of the Respondent s service approach and will describe any unique benefits to M.D. Anderson from doing business with Respondent. Respondent will briefly describe its approach for each of the required services identified in Section 1 Lock Shop Operations of this RFP. 5.2.2 Respondent will provide an estimate of the earliest starting date for services following execution of the Agreement. 5.2.3 Respondent will submit a work plan with key dates and milestones for implementation. 5.3 General Requirements 5.3.1 Respondent will provide summary resumes for its proposed key personnel who will be providing services under the Agreement with M.D. Anderson, including their specific experiences with similar service projects, number of years of employment with your company and manufacturer-specific training and/or certifications, if any. 5.3.2 Respondent will describe any difficulties it anticipates in performing its duties under the Agreement with M.D. Anderson and how Respondent plans to manage these difficulties. Respondent will describe the assistance it will require from M.D. Anderson. 10 of 13

5.3.3 Respondent will submit a current price list for parts compatible with M. D. Anderson s existing keying system and other Respondent supplied services. 5.4 Service Support 5.4.1 Does Respondent have any issues with M. D. Anderson reviewing and approving Contractor on-site staff and orienting them to M. D. Anderson prior to performing work on any M. D. Anderson lock cores or mechanical lock systems? 5.4.2 Does Contractor have the staffing required to provide one (1) factory trained and BEST-certified master grade Locksmith for up to forty (40) hours per week available 8:00 AM 4:30 PM? 5.4.3 Does Contractor have the staffing required to provide one (1) factory trained and BEST-certified substitute master grade Locksmith for up to forty (40) hours per week, 8:30 AM 4:30 PM, if dedicated Locksmith is unavailable for reasons of illness, vacation, etc.? 5.4.4 Does Contractor have the staffing required to provide additional full time or part time dedicated Locksmith(s) to assist M. D. Anderson Lock Shop operations if work load requires additional personnel? 5.4.5 Does Contractor have the staffing to provide necessary coverage to comply with M. D. Anderson s holiday schedule (Attachment A). 5.4.6 Does Respondent have staffing resources to provide 24/7 response within four (4) hours of recall to the premises for emergency repairs? 5.4.7 Does Contractor have ability to provide the following Locksmith Services: New mechanical lock installation? New electro-mechanical lock installation? Existing lock repair? New keys from existing Best Master Key Systems code? New core for existing Best Master Key Systems code? Any additional services not listed above? 5.4.8 Does Respondent have any issues with performing all repairs on-site unless otherwise approved by the M. D. Anderson Lock Shop? 5.4.9 If equipment must be removed for service, i.e., key combinator, does Respondent have ability to provide a loaner of equal value and operational equivalent? 5.4.10 Does Respondent have ability to provide all tools and equipment necessary to meet all requirements specified in this RFP? 5.4.11 Does Respondent have the ability to provide new replacement parts for M. D. Anderson s existing keying system? 11 of 13

5.4.12 Does Respondent have the ability to provide BEST brand cores and keys that meet M. D. Anderson s hardware specifications? 5.4.13 Does Respondent have the ability to provide manufacturer authorized codes for all key code expansions and new master/submaster series to the existing M. D. Anderson BEST keyway systems? 5.4.14 Does the Respondent have the ability to provide a factory authorized BEST key combinator with key blanks of the same manufacturer? 5.4.15 If asked, does Respondent have the ability to provide evidence of access to keys and master codes for multiple patented BEST key systems in use by M. D. Anderson. 5.4.16 Does Respondent have staffing resources to support the services that may be required for Institutional Projects as briefly outlined in Section 2 Institutional Projects? 5.5 Pricing and Invoicing 5.5.1 Does Respondent have any concerns or issues regarding M. D. Anderson s two percent (2%) cap per contract year on labor and material costs? 5.5.2 Does Respondent have any concerns or issues regarding M. D. Anderson s request that any price change notifications occur prior to April 15 th of each year? 5.5.3 Does Respondent have any concerns or issues regarding M. D. Anderson s request that any agreed upon price changes are effective September 1 st of each year? 5.5.4 Does Respondent have any concerns or issues regarding M. D. Anderson s request for a balanced monthly billing based upon a mutually agreed upon formula between M. D. Anderson and Respondent? 5.6 Quality Assurance 5.6.1 Respondent will describe its quality assurance program, its quality requirements, and how they are measured. 5.6.2 Does Respondent have any issues or concerns in providing reports that may be requested from the M. D. Anderson Lock Shop to insure an up-to-date and accurate status of all work orders? 5.6.3 Does Respondent anticipate any issues or concerns in meeting the service turnaround times outlined in Section 1.3? 5.6.4 Does Respondent have any concerns with the record keeping or reporting requirements required by the M. D. Anderson Lock Shop and pertaining to work performed by Respondent s staff? 12 of 13

5.7 Miscellaneous 5.7.1 Respondent will provide a list of any additional services or benefits not otherwise identified in this RFP that Respondent would propose to provide to M.D. Anderson. Additional services or benefits must be directly related to the goods and services solicited under this RFP. 5.7.2 Respondent will provide details describing any unique or special services or benefits offered or advantages to be gained by M.D. Anderson from doing business with Respondent. Additional services or benefits must be directly related to the goods and services solicited under this RFP. 13 of 13