SOUTH KINGSTOWN SCHOOL DEPARTMENT
REQUEST FOR PROPOSALS (RFP)
#2455 Electronic Door Access
The South Kingstown School Department is requesting proposals for expertise, labor, equipment, and installation of electronic door swipe access and controls.
Interested parties may obtain a Request for Proposals (RFP) package at the South Kingstown Administration Building, 307 Curtis Corner Road, Wakefield, Rhode Island 02879, Monday through Friday, from 8:00 a.m. to 4:00 p.m. or by visiting our website at https://www.skschools.net/departments/finance_business/purchasing_department_
Or
Bidnetdirect.com
This is a request for proposals, not a request for bid; responses will be evaluated based on the relative merits of the bidder’s qualifications; there will be a public opening of proposals received by the Purchasing Office of the South Kingstown School Department pursuant to this request. Interested bidders should provide their proposal on or before May 14rd, 2024 by the close of business. The district reserves the right, at its sole discretion, to consider proposals received after this date.
Proposals must be received in a sealed envelope with the bidders’ company name and “RFP #2455 Electronic Door Access” clearly marked on the outside of the envelope. Please initial or sign all pages of proposal documentation. Proposals can be sent or delivered to:
Ryan Kilpatrick
Chief Financial Officer
South Kingstown School Department
307 Curtis Corner Road
All received bids will be opened publicly on May 15th, 2024 at 10am at the South Kingstown School Departments CFO’s office located at 307 Curtis Corner Road.
For any technical questions regarding this RFP or to request a site visit please contact Brian Mahoney, Director of Facilities, in writing at: bmahoney@sksd-ri.net
PROJECT SPECIFICATIONS
LOCATION FOR DOOR ACCESS INSTALLATION:
LOCATIONS:
- Broad Rock Middle School – 351 Broad Rock Road
- Rear entrance, AM PM parent drop off door
- Playing field side door with walk path
- Matunuck Elementary School – 380 Matunuck Beach Road
- Rear entrance, custodial/cafeteria door
- Peacedale Elementary School – 109 Kersey Road
- Playground door, PreK exit door facing building loop
- Pond side stairwell west side of building
- West Kingston Elementary School – 3119 Ministerial Road
- Playground door, end of primary wing
HOURS OF OPERATION/SCHEDULE:
- Normal school year operates 730AM-220PM until June 20th
- June 20th – June 30th there is no students in this building and the schedule is flexible but standard hours are 630AM-3PM
- Majority of project to be completed before June 30th, 2024
SCOPE:
This is a single award contract. The bidder must provide a breakdown of all costs associated for equipment, installation and programming for new electronic door access modules. The majority of the work must be completed by June 30th, 2024. Bidder will follow all local, state, and federal laws and ordinances. Bidder will be responsible for securing any permits or regulatory approvals. Bidder will report directly to SK Facilities Director any issues or delays that occur immediately as it relates to the project.
The purpose of this project is to increase the South Kingstown Schools security ability by adding more electronic access doors in key points across the district. Our current system uses RHB door swipe modules with AxiomV computer control and programming.
The new building hardware will be installed at each location and then must communicate back to the AxiomV server located at the SK Maintenance office which is offsite from the hardware locations. All new access locations currently have standard locking mechanisms and most are not near a current swipe access door. The new hardware will include door closure mechanicals, electronic access control boards, all wiring to controllers, and any additional parts for completion. All bidders pricing should be based off current building layouts and technology with necessary equipment to add the new door locations. The system must function properly with all current district door access hardware and internet protocols. See below photos of current hardware for door swipe hardware.
To supply an alternate to the specified equipment, documentation of the proposed alternate must be furnished a minimum of 10 days prior to the bid opening. Documentation is to include at a minimum product literature and specifications along with the reason(s) the alternate equipment is superior to the specified equipment. If approved, an addendum will be furnished to all bidders regarding the alternate equipment.
OVERVIEW:
COORDINATION
A. Bidder will coordinate scheduling and operations with SK facilities director
WARRANTY
A. Provide all warranty information on mechanical, programming, and electronics
B. Provide warranty information on bidder based workmanship
SOURCE QUALITY CONTROL
A. All equipment must be new or tied into existing SK School Department access control systems. No proposals for refurbished door access controls will be accepted
EXAMINATION
A. Bidder will update SK facilities director of all on site work schedules and operations
B. Post inspection of work to be completed by bidder and SK facilities director
INSTALLATION
A. Bidder will follow all local, state, and federal laws and ordinances
B. Bidder will check in with front office staff and be issued a vendor pass daily at each location
C. Any changes is planning, scope, or door access setup must be approved by SK facilities director
SYSTEM CONNECTIONS:
A. All connections and boxes should be labeled with titles and data points
TRAINING:
A. Bidder shall provide a training session on the operation and recommended maintenance of the new door access points.
PROPOSAL SUMMARY
The goal of this project is to increase security at the South Kingstown Schools. For any technical questions regarding this RFP or to request a site visit please contact Brian Mahoney, Director of Facilities, in writing at: bmahoney@sksd-ri.net
INFORMATION REQUIRED WITH RFP:
The following information must be provided to complete this proposal:
- Proof of Worker’s Compensation, Comprehensive General Liability, and all applicable licenses or certifications
- (2) References: Include other schools or municipal accounts, if possible.
- Bidder W-9
- Signed RFP 2455 Document
DEFAULT:
In case of default by the bidder South Kingstown Public Schools may procure services from other sources and hold the bidder responsible for any excess cost occasioned thereby. Default is defined as being nonresponsive when called for services.
ACCEPTANCE AND REJECTION:
The South Kingstown School Department reserves the right to reject any and all proposals, to waive any technical defect or informality in the proposals received, and to accept any of the proposals deemed most favorable to the interest of the school system.
TIME FOR CONSIDERATION:
The offer shall be valid for 30 days from the date of quote opening.
AWARD OF CONTRACT:
Interested bidders should provide their proposal on or before May 14th, 2024 by the close of business. Qualified proposals will be evaluated based on the relative merits of the bidder’s qualifications and factors such as: lowest and best quote most advantageous to South Kingstown Public Schools, quality of services offered, the general reputation and performance capabilities of the bidder, the substantial conformity with the specifications and other conditions set forth in the proposal, and such other factors deemed pertinent by South Kingstown Public Schools. South Kingstown Public Schools reserves the right to accept any item or group of items on multi-item quote.
In addition, on TERM CONTRACTS, South Kingstown Public Schools reserves the right to make partial, progressive or multiple awards: where it is advantageous to award separately by items; or where more than one supplier is needed to provide the contemplated requirements as to quantity, quality, delivery, service, geographical areas; other factors deemed by South Kingstown Public Schools to be pertinent.
