Key Control Access System for the Madison County Detention Facility

MADISON COUNTY COMMISSION Finance Department 100 Northside Square Room 700 Huntsville, AL 35801 INVITATION TO BID Bid Date Bid Number Bid Title Bid Opening Date and Time 2/13/2021 2021-04 Key Control Access System for the Madison County Detention Facility 2/25/2021 1:00 PM Please submit a sealed price quotation of the items listed herein. (Faxed bids will not be accepted.) The submissions will be addressed to Madison County Purchasing; 100 Northside Square,7th Floor; Huntsville, AL 35801 until the date and time shown above, and publicly opened on date specified above. The Madison County Commission reserves the right to award this bid on an all-or-none or item by item basis, to refuse all bids, and to waive technicalities. Procurement questions should be directed to Chrissy Watson at cwatson@madisoncountyal.gov Vendor Name must show on envelope along with the bid number and opening date. Each numbered bid must be in a

separate envelope. All documents submitted to Madison County will be subject to Alabama's Open Records Laws (Code of Alabama, Title 36-12-40 and 41, as last amended). Due to the provisions of the Open Records Laws and the Competitive Bid Laws, the Madison County Commission cannot assure any Bidder that any information submitted with the bid, even though marked "Proprietary" will not be open to public inspection and copying. Terms of payment _____________________ I hereby affirm that I have not been in any agreement or collusion among vendors or prospective vendors in restraint of freedom of competition, by agreement to bid at a fixed price or to refrain from bidding, or otherwise. COMPANY NAME: _____________________________________ THIS BID MUST BE NOTARIZED. SIGNATURE: __________________________________________ PRINT NAME: _________________________________________ STREET ADDRESS: ____________________________________ CITY: _________________STATE: ______ ZIP CODE: _________ PHONE #: ____________________ FAX #: ___________________ EMAIL ADDRESS: _____________________________________ FEDERAL ID#: _________________________________________ Subscribed and sworn to before Me this______________ day of __________________20_____. Christina Watson Purchasing Madison County Commission Awarding Authority DATE: 2/13/2021 3 TABLE OF CONTENTS 1. INTRODUCTION .......................................................................................................................... 4 1.1 SCOPE OF WORK SUMMARY. ...................................................................................... 4 1.2 DEFINITIONS .................................................................................................................... 4 1.3 CONTACT INFORMATION ............................................................................................. 4 2. GENERAL TERMS AND CONDITIONS .................................................................................. 4 2.1 INTERPRETATIONS ........................................................................................................ 4 2.2 ADDENDA ......................................................................................................................... 4 2.3 BID AWARD ..................................................................................................................... 4 2.4 BID OPENINGS ................................................................................................................. 5 2.5 SPECIFICATIONS ............................................................................................................. 5 2.6 WARRANTY ..................................................................................................................... 5 2.7 INVOICING ....................................................................................................................... 5 2.8 CONTRACT ASSIGNMENT ............................................................................................ 5 2.9 INSURANCE REQUIREMENTS ...................................................................................... 6 2.10 HOLD HARMLESS ........................................................................................................... 7 2.11 TERMINATION ................................................................................................................. 7 3. BIDDER INSTRUCTIONS ........................................................................................................... 8 3.1 SUBMISSION OF BIDS .................................................................................................... 8 3.2 LATE BIDS ........................................................................................................................ 8 3.3 BID PREPARATION EXPENSES .................................................................................... 9 3.4 RIGHT TO REJECT BIDS ................................................................................................. 9 3.5 EXCEPTIONS .................................................................................................................... 9 APPENDICES APPENDIX A SCOPE OF WORK AND RELATED INFORMATION ......................... 10-12 APPENDIX B BIDDER PRICING FORM ............................................................................ 13 APPENDIX C UNAUTHORIZED ALIENS AFFIDAVIT ................................................... 14 APPENDIX D SWORN AFFIDAVIT OF EMPLOYER REGARDING UNAUTHORIZED ALIENS ......................................................................................................... 15 APPENDIX E SWORN AFFIDAVIT OF SUBCONTRACTOR REGARDING UNAUTHORIZED ALIENS ......................................................................................................... 16 4 1. INTRODUCTION 1.1 SCOPE OF WORK SUMMARY. Madison County “The County” is requesting sealed bids for a key control access system for the Madison County Detention Facility. See Appendix A for detailed specifications. 1.2 DEFINITIONS “County” Madison County, Alabama “Contract” The agreement between the County and the Bidder chosen by the County pursuant to the ITB. The contract shall include this ITB and the selected Bid. “Bid” The response to this ITB submitted by a bidder. “Bidder” A person or entity submitting a response to this ITB. “ITB” This Invitation to Bid, and all addenda, appendices and attachments. 1.3 CONTACT INFORMATION. All technical questions regarding this invitation to bid must be directed to the contacts listed on the cover of this ITB or in Appendix A. Procurement questions regarding this bid should be directed to Christina Watson at: cwatson@madisoncountyal.gov. 2. GENERAL TERMS & CONDITIONS 2.1 INTERPRETATIONS. The County will not be responsible for the Bidder’s misunderstanding of the scope of work or any terms and conditions of this invitation to bid. The County will not be responsible for oral interpretations of this ITB. Bidder’s questions and/or comments concerning lack of clarity, defects and questionable or objectionable material in the ITB must be submitted in writing to the contacts noted in section 1.3. 2.2 ADDENDA Bidders must periodically check the Madison County website for any addenda issued for this procurement. Madison County will not be responsible for a bidder's failure to acquire any addenda issued. All bidders will be responsible for downloading any addenda at https://www.madisoncountyal.gov/departments/purchasing-department/current-bids. Bidder shall acknowledge receipt of all addenda in the space provided on the Bidder Pricing Form (Appendix B). Failure to acknowledge receipt of addenda shall not relieve Bidder of full responsibility for all requirements contained in addenda. 2.3 BID AWARD The County reserves right to award this bid on an all-or-none or item by item basis, to refuse all bids, and to waive technicalities 5 The successful vendor will receive written notification of award upon approval of the Madison County Commission. Madison County will notify bidder(s) about the need to execute contract documents and provide other documentation as needed or required. 2.4 BID OPENINGS All bid openings are open to the public and will be held at the Madison County Courthouse, Purchasing Department, 100 Northside Square, 7th Floor, Huntsville, AL 35801 on the date and time specified on the cover of this invitation to bid. 2.5 SPECIFICATIONS The specifications are provided to potential bidders as guidelines that describe the type and quality of the commodity being procured. The bidder must indicate compliance or list exceptions to each specification. Failure to comply could cause rejection for the bid. The name of a certain brand, make, model, or manufacturer is to denote desired quality. The Bidder shall point out in detail any and all deviations from the specifications on the Bid Form. 2.6 WARRANTY The bidder shall assume full responsibility for warranty of all components of the product(s) being procured. The warranty information shall be provided with the Bid. The manufacturer’s standard warranty shall be furnished. The minimum requirement for the warranty on the key system is as follows: two-year warranty on all hardware as well as unlimited telephone support. 2.7 INVOICING All invoices submitted to Madison County as a result of this bid must include the following:  Vendor name and address  Date of work performed  Description of Work  Who performed the Work, their job classification, number of hours worked, hourly labor rate and total labor rate charged  Unit price  Extended price  The total amount being invoiced  The Bid Number (Bid 2021-04) Invoices shall not include any fees, warranties, and charges other than the prices quoted in the bidder pricing form. No surcharges (i.e. fuel surcharges, restocking, etc.) shall be added to invoices as an additional line item. Madison County reviews each invoice prior to submitting invoices for payment. Invoices that do not include the above information may be returned to the awarded vendor for correction. Madison County must be able to verify that the items or services purchased are being purchased at bid pricing. 2.8 CONTRACT ASSIGNMENT No assignment of any Contract resulting from this Invitation to Bid shall occur without written 6 consent from Madison County Commission. Acceptance of any subcontractor by Madison County shall not release any responsibility and or liability under the Contract. 2.9 INSURANCE REQUIREMENTS The Bidder/consultant shall carry insurance of the following kinds and amounts in addition to any other forms of insurance or bonds required under the terms of the bid specifications. General Liability Coverage and Owners Contractors Protective Insurance should be written by the same insurance company. A. MINIMUM SCOPE OF INSURANCE: 1. General Liability: Insurance will be written on an occurrence basis. Claims-made coverage will be accepted only on an exception basis after Madison County’s approval. Commercial General Liability: Products and Completed Operations Contractual Personal Injury Explosion Collapse and Underground Broad Form Property Damage 2. Professional Liability: Insurance may be written on a “claims-made” basis, providing coverage for negligent acts, errors or omissions in the performance of professional services. Coverage will be maintained for five years after completion of any professional services and Certificates of Insurance shall be submitted to Madison County. 3. Automobile Liability: Business Automobile Liability providing coverage for all owned, hired and non- owned autos. Coverage for loading and unloading shall be provided under either automobile liability or general liability policy forms. 4. Workers' Compensation Insurance: Statutory protection against bodily injury, sickness or disease or death sustained by an employee in the scope of employment. Protection shall be provided by a commercial insurance company or a recognized self-insurance fund authorized before the State of Alabama Industrial Board of Relations. 5. Employers Liability Insurance: Covering common law claims of injured employees made in lieu of or in addition to a worker's compensation claim. B. MINIMUM LIMITS OF INSURANCE: 1. General Liability: 7 Commercial General Liability on an "occurrence form" for bodily injury and property damage: $ 1,000,000 General Aggregate Limit $ 1,000,000 Products – Completed Operations Aggregate $ 1,000,000 Personal & Advertising Injury $ 1,000,000 Each Occurrence 2. Professional Liability: Insurance may be made on a “claims-made” basis. $ 500,000 Per Claim – Land Surveyors $ 1,000,000 Per Claim – Other Professionals 3. Automobile Liability $ 1,000,000 Combined Single Limit per accident for bodily injury and property damage. 4. Workers’ Compensation As required by the State of Alabama Statute. 5. Employers Liability: $ 1,000,000 Bodily Injury by Accident or Disease $ 1,000,000 Policy Limit by Disease C. VERIFICATION OF COVERAGE: Madison County shall be indicated as a certificate holder, and the bidder shall provide Madison County with Certificates of Insurance reflecting the coverage required by this document. 2.10 HOLD HARMLESS The Bidder agrees that they shall indemnify, defend and hold Madison County and Madison County’s officials, agents, employees, contractors and other representatives (“The Indemnified Parties”) harmless from and against any and all liabilities, penalties, fines, forfeitures, demands, claims, causes of action, suits, and the costs and expenses incidental thereto (including but not limited to reasonable attorneys’ fees), asserted against or incurred by any of the Indemnified Parties which is directly or indirectly caused, in whole or in part, by, or arises out of, or is related to or in any connection to the requirements of any agreement resulting from this invitation to bid. 2.11 TERMINATION The County reserves the right to terminate, without cause, any award made as a result of this Bid solicitation by providing a thirty (30) day letter of cancellation notification to the successful bidder. 8 3. BIDDER INSTRUCTIONS 3.1 SUBMISSION OF BIDS Sealed bids must be clearly marked with the Vendor Name, bid number, and opening date. Each numbered bid must be in a separate envelope. The bid must be received by the bid opening date and time specified on the cover page of this invitation to bid. The submissions shall be addressed to Madison County Purchasing; 100 Northside Square,7th Floor; Huntsville, AL 35801. Bidders must submit an original and one (1) copy of its bid. Incomplete and/or irregular bids may be subject to rejection. No oral, telephonic, facsimile, e-mailed modifications or alternate bids will be considered. Bids from firms, individuals, or the same owners of separate companies submitting more than one bid will not be considered. All bidders must use the bid forms in this ITB and provide all required documents. All bids shall be typed or handwritten in ink on the on the form(s) provided and required by the County. Bids prepared in pencil will not be accepted. All corrections shall be initialed and dated by the person authorized to sign bids. All Bids must be signed by officials of the company duly authorized to bind the company. Any bid submitted without being signed will be automatically rejected. The following forms must be submitted with the bid package: a) Invitation to Bid Response Form (included in bid packet)- must be completed in its entirety, signed by an authorized agent of the company and notarized. Bid forms that are not signed will be disqualified. All submissions must be printed or written in ink. b) Bid Specification Sheet (included in bid packet) – each specification must be initialized to indicate acknowledgement. c) Business License – a copy of a current City of Huntsville business and Madison County Business License, if required by law, and shall be current on payment of all city and county sales taxes. If vendor is not required to have a City of Huntsville Business License or a Madison County Business License, vendor must specify why a license is not required. d) Sworn Affidavit of Employer Regarding Unauthorized Aliens (included in bid packet) e) Sworn Affidavit of Subcontractor Regarding Unauthorized Aliens (included in bid packet) f) E-Verify Memorandum of Understanding (This is provided at the time of which the vendor enrolled/will enroll in the E-Verify Program on the E-Verify website) g) Certificate of Insurance h) Completed W-9 3.2 LATE BIDS. The County will not be responsible in the event the U.S. Postal Service or any other courier system fails to deliver the bid response by the deadline stated in the bid request. Any bid received after the opening date and time will not be considered. 9 3.3 BID PREPARATION EXPENSES. Bidders are responsible for all bid preparation expenses incurred in the development and submission of their bids. The County assumes no obligation for any expenses incurred by the Bidder as a result of the issuance of this ITB, the preparation or submission of a bid, the evaluation of a bid, or the selection of the successful Bidder(s). 3.4 RIGHT TO REJECT BIDS The County reserves the right to reject any part of any Bid, to waive minor defects or technicalities, or to refuse all bids, as deemed necessary and in the best interest of the County. Bidders must comply with all the terms of the ITB and all applicable local, state and federal laws, codes and regulations. If a Bidder does not comply with the requirements in this ITB, the County may determine the Bidder to be non-responsive and may reject the Bid. A bid that is not accompanied by data required by the Bid Documents, or a bid which is in any way incomplete, may be rejected. Any bid which contains any uninitiated alterations or erasures, or any bid which contains any additions, alternate bids, or conditions not called for, or any other irregularities of any kind, will be subject to rejection. Bids may also be rejected for any of (but not limited to) the following causes: a) Failure to utilize bid forms provided by Madison County. b) Failure of non-enrollment of E-Verify and required documentation. c) Lack of signature on all notarized document(s) by authorized representative on the bid forms. d) Failure to properly complete the bid. e) Evidence of collusion among bidders. f) Unauthorized alteration of bid/proposal form. g) Failure to submit other forms and documents as required. 3.5 EXCEPTIONS Any exceptions to these conditions or deviations from the specifications must be submitted in writing and attached to the bid form. 10 APPENDIX A – SCOPE OF WORK AND RELATED INFORMATION Key Control Access System for the Madison County Detention Facility Madison County is seeking bids for an electronic key control access system for the Madison County Detention Facility. SCOPE OF WORK The County intends to establish a contract with a vendor who has the ability, labor, materials, and equipment to provide and install an electronic key control access system for the Madison County Detention Facility. The Madison County Detention Facility requires centralized key control for all officers, civilians/support staff to access keys for use throughout the facility. All installation and service must be coordinated with the Madison County Detention Facility. RESPONSIBILITY The Bidder shall be actively engaged in work of the nature of the project for which bid is submitted as described in the bid specifications and shall have adequate equipment and personnel to do the work. Vendor shall be in compliance with applicable local, state, and federal laws and regulations during the performance of the contract. The successful vendor must have in place and provide proof of, before the award of the bid, any and all local, state and federal licenses, approvals, permits, authorizations and/or certifications which would be applicable for all services to be rendered during the term of the agreement. It is the responsibility of the successful vendor to obtain any applicable permits for work to be performed. Awarded vendor shall furnish all labor, parts, materials, services, equipment, tools and transportation required to complete the work outlined in this specification. All work shall be performed as scheduled and coordinated with Madison County. Failure of the to comply with the most current building and electrical codes, standards, County, State and/or Federal guidelines is grounds for termination of the awarded contract. The vendor(s) will take adequate precautions to protect all surfaces, equipment, and property of Madison County. The vendor(s) will repair, at vendor’s expense, any damage caused as a result of the work being performed including abuse, misuse, and neglect. The vendor(s) is responsible for properly disposing of any debris, excess materials, etc. In addition, 11 any areas disturbed should be restored to their original condition. The awarded vendor(s) shall not shut down any equipment, power, or electrical connections unless permission is first obtained from Madison County. The awarded vendor is responsible for the full set-up, configuration, and installation of the key control system. It is each bidder’s responsibility to ask appropriate questions and request site visits as necessary to become fully familiar with the existing electrical connections, network, and installation site to adequately provide a bid based on the requirements outlined in these specifications. The vendor is responsible for training Madison County key users. Writing training manuals, materials, and on-line training options should be included in the bid submission. The vendor must submit detailed specifications for the type of product, system, and software that is being bid. Madison County Detention Facility requests immediate delivery and installation. Delivery lead times and installation timeframes may factor in award. TECHNICAL SPECIFICATIONS 1. The key system shall measure approximately 82.5” W x 35.25” H which includes a total of three cabinets for key storage. Each cabinet shall consist of six modules with the following, or equivalent, variations for key storage:  Cabinet 1 Quantity of 1, 16 key set module Quantity of 1, 8 key set module Quantity of 1, 6 key set module Quantity of 3, Blank modules  Cabinet 2 Quantity of 6, 16 key set module  Cabinet 3 Quantity of 6, 6 key set module 2. The system shall have the capability to hold, at minimum, 164 key sets. Key sets may consist of multiple key types, weights, sizes, and brands. 3. Madison County shall determine the module placement within each cabinet due to the size of the keys and key rings to allow adequate space between the slots that the keys/key sets lock into. 4. Madison County reserves the right to adjust the module count and key set count within each module to accommodate the current key inventory taking into consideration the size, weight, and length of all keys. 5. The secured cabinet shall contain an electric lock that only opens to users that have access to the keys requested. 6. The Cabinet shall have a mechanical key override for emergencies. 7. The cabinet shall be equipped with an alarm for unauthorized use. 12 8. The cabinet must be equipped with a digital screen. 9. Key Access Control system must have a battery backup for up to 24 hours. 10. They key cabinet must have the capability to connect to the existing Madison County Detention Facility network. 11. A keypad is the required method of entry to the key access control system. A PIN or access code shall be used by each user to access the keys. KEY ACCESS CONTROL SOFTWARE REQUIREMENTS The software controlling the key access control system must meet the following criteria: 1. Detect what keys are in and out of the cabinets at any given time and what user has a key that is out. 2. Upon checkout, the user shall be able to select from a list of keys they have access to. 3. Allow the capability to program temporary user codes for users that will not need permanent access. 4. Allow restrictions to be put in place for how many keys a specific user can have out at any given time. 5. Allow for suspension of users when deemed necessary by Madison County. 6. Allow for authorized users to enable emergency release functions. 7. Must have the capability to remove keys by list, name, or number. 8. Must have the capability to schedule key reservations making them unavailable except to the reserved user during a scheduled time. 9. Capability for full audit trail and reporting by user and key activity. 10. Send real-time SMS or email notifications 11. Allow users to add, identify, or delete keys from their PC 12. Key Movements shall be tracked by date, time, and user. 13 APPENDIX B – BIDDER PRICING FORM The pricing below shall include all labor, equipment, installation, and set-up/configuration for a key access control system for the Madison County Detention Facility. BIDDER PRICING TABLE KEY ACCESS CONTROL CABINET(S) $ INSTALLATION (to include set-up and configuration) $ TOTAL BASE BID $ How long will you honor your bid price? ___________________________________________ The Bidder acknowledges receipt of the following addenda, if applicable: ________________ Current lead time in weeks: _________________________________________________ weeks Amount of time required for installation in days: ________________________________ days 14 APPENDIX C - UNAUTHORIZED ALIENS AFFIDAVIT EACH VENDOR SUBMITTING A BID MUST COMPLETE AND SUBMIT WITH ITS BID THE FOLLOWING STATEMENT STATE OF ALABAMA MADISON COUNTY VERIFIED STATEMENT REGARDING UNAUTHORIZED ALIENS The undersigned hereby certifies, under oath, in regard to the performance of the services or for the supply of materials or things described in this Invitation for Bid, that: (A) it has conducted a verification, pursuant to all federal and state laws, of all the employees who will perform work on the Madison County Commission contract or work on the materials or things supplied to the Madison County Commission in response to this Invitation for Bid to insure that no unauthorized aliens will be employed to perform Madison County Commission work or supply materials or things to the Madison County Commission, and (B) to the best of their knowledge and belief, it is not employing or otherwise using unauthorized aliens to provide services, materials or things to the Madison County Commission. The undersigned agrees: 1. it will verify that whether an employee is an unauthorized alien by inspecting such documents as are designated by Federal Law. For contracts in excess of $100,000.00, in any twelve (12) month period of time, the contractor or supplier shall certify to the Commission that it has and will verify, to the extent allowable by Federal Law, by using the Federal E-Verify program, that no unauthorized aliens are utilized in providing services, materials or things to the Commission; 2. upon request, it will certify to the Commission, under oath by an officer or a management level employee, that it has verified to the extent allowable under Federal Law that named or otherwise described employees utilized in providing services, materials or things to the Commission are not unauthorized aliens; 3. upon determination by any appropriate Federal Agency that an employee is an unauthorized alien, the undersigned shall terminate the unauthorized alien’s employment. 4. if the undersigned fails to terminate an employee determined to be an unauthorized alien by the Federal government or fails to provide the verification described above, the Madison County Commission may terminate the contract for the performance of services, materials or things pursuant to Madison County, Alabama, Policy Regarding The Employment of Unauthorized Aliens by Contractors and Suppliers. The requirements and obligations of this Policy and Statement shall be interpreted and implemented in a manner consistent with all Federal and State Laws. If any provision of this Policy or Statement is declared invalid or in conflict with Federal or State Laws, such invalidly or conflict shall not affect the other provisions of this Policy or Statement which can be given effect without the invalid provision. The provisions of this Policy and Statement are declared to be severable. NAME: BY: Printed Name of Person Signing: Position: SWORN TO and subscribed before me on this the day of , 20 . Notary Public My Commission Expires: 15 APPENDIX D - SWORN AFFIDAVIT OF EMPLOYER REGARDING UNAUTHORIZED ALIENS 1. The undersigned hereby attests by this sworn affidavit signed before a notary that it does not knowingly employ, hire for employment, or continue to employ an unauthorized alien. 2. The undersigned hereby attests that it is enrolled in the Federal E-Verify program. A true and correct copy of the undersigned's fully executed Federal E-Verify Memorandum of Understanding is attached hereto. 3. The Federal E-Verify Memorandum of Understanding attached hereto is the operative Memorandum of Understanding under which the undersigned is currently participating in the Federal E- Verify Program. 4. This sworn affidavit is provided to comply with Alabama Act No. 2011-535, known as the "Beason-Hammon Alabama Taxpayer and Citizen Protection Act." Name: By: Printed Name: Position: STATE OF COUNTY OF I, the undersigned, Notary Public in and for said County in said State, hereby certify that , whose name as of , is signed to the foregoing instrument and who is known to me, acknowledged before me on this day that, being informed of the contents of the instrument, he, as such and with full authority, executed the same voluntarily for and as the act of said . Given under my hand this the day of , 20 . Notary Public My Commission Expires: 16 APPENDIX E - SWORN AFFIDAVIT OF SUBCONTRACTOR REGARDING UNAUTHORIZED ALIENS 1. The undersigned subcontractor hereby attests by this sworn affidavit signed before a notary that it does not knowingly employ, hire for employment, or continue to employ an unauthorized alien. 2. The undersigned subcontractor hereby attests that it is enrolled in the Federal E- Verify program. A true and correct copy of the undersigned's fully executed Federal E-Verify Memorandum of Understanding is attached hereto. 3. The Federal E-Verify Memorandum of Understanding attached hereto is the operative Memorandum of Understanding under which the undersigned is currently participating in the Federal E- Verify Program. 4. This sworn affidavit is provided to comply with Alabama Act No. 2011-535, known as the "Beason-Hammon Alabama Taxpayer and Citizen Protection Act." Name: By: Printed Name: Position: STATE OF ALABAMA COUNTY OF MADISON I, the undersigned, Notary Public in and for said County in said State, hereby certify that , whose name as of , is signed to the foregoing instrument and who is known to me, acknowledged before me on this day that, being informed of the contents of the instrument, he, as such and with full authority, executed the same voluntarily for and as the act of said . Given under my hand this the day of , 20 . Notary Public My Commission Expires: 2020-25 APPENDCES C-E.pdf APPENDIX C - UNAUTHORIZED ALIENS AFFIDAVIT