REQUEST FOR PROPOSAL #42-05 April 12, 2005
PURCHASING DEPARTMENT
UNIVERSITY OF MAINE
ORONO, MAINE 04469-5765
REQUEST FOR PROPOSAL FOR DORM ROOM DOOR ELECTRONIC LOCKS
1.0 GENERAL INFORMATION:
1.1 Purpose: The University of Maine System, acting through The University of Maine, is seeking proposals for the furnishing and installation of dorm room door electronic locks.
This Request for Proposals (RFP) states the instructions for submitting proposals, the procedure and criteria by which a vendor may be selected and the contractual terms by which the University intends to govern the relationship between it and the selected vendor.
1.2 Definition of Parties: The University of Maine will hereinafter be referred to as the "University." Respondents to the RFP shall be referred to as "Bidders." The Bidder to whom the contract is awarded shall be referred to as the "Contractor."
1.3 Scope: The University is seeking proposals for the furnishing and installation of offline electronic locks for all its dorm room doors. The system will have all necessary software and hardware for a complete system. The system must be compatible with the University’s IDCard (MaineCard).
1.4.1 Quality of Product: The University requires references from schools using the proposed systems and samples of the locksets (with possible evaluation version of management software). Quality of the locksets AND the software are equally important.
1.4.6 Serviceability: The time and effort necessary to change batteries, reprogram locks and download data, the frequency and difficulty of changing batteries. The type and expense of batteries.
1.5 Communication with the University: It is the responsibility of the bidder to inquire about any requirement of this RFP that is not understood. Responses to inquiries, if they change or clarify the RFP in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFP. Addenda will also be posted on our web site,
www.umaine.edu/purchasing/. The University will not be bound by oral responses to inquiries or written responses other than addenda.
Inquiries must be made to: Rick Guthrie
Purchasing Department
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-3734
1.6 Award of Proposal: Presentations may be requested of two or more bidders deemed by the University to be the best suited among those submitting proposals on the basis of the selection criteria. After presentations have been conducted, the University may select the bidder which, in its opinion, has made the proposal that is the most responsive and most responsible and may award the contract to that bidder. The University reserves the right to waive minor irregularities. Scholarships, donations, or gifts to the University, will not be considered in the evaluation of bids/proposals. The University reserves the right to reject any or all bids/proposals, in whole or in part, and is not necessarily bound to accept the lowest cost bid/proposal if that bid/proposal is contrary to the best interests of the University. The University may cancel this Request for Proposal or reject any or all proposals in whole or in part. Should the University determine in its sole discretion that only one bidder is fully qualified, or that one bidder is clearly more qualified than any other under consideration, a contract may be awarded to that bidder without further action.
1.7 Award Protest: Bidders may appeal the award decision by submitting a written protest to the Director of Purchasing within five (5) business days of the date of the award notice, with a copy of the protest to the successful bidder. The protest must contain a statement of the basis for the challenge.
1.8 Confidentiality: The information contained in proposals submitted for the University's consideration will be held in confidence until all evaluations are concluded and an award has been made. At that time, the winning proposal will be available for public inspection. Pricing and other information that is an integral part of the offer cannot be considered confidential after an award has been made. The University will honor requests for confidentiality for information of a proprietary nature to the extent allowed by law. Clearly mark any information considered confidential.
1.9 Costs of Preparation: Bidder assumes all costs of preparation of the proposal and any presentations necessary to the proposal process.
1.10 Debarment: Submission of a signed bid or proposal in response to this solicitation is certification that your firm (or any subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal department or agency. Submission is also agreement that the University will be notified of any change in this status.
1.11 Proposal Understanding: By submitting a proposal, the bidder agrees and assures that the specifications are adequate, and the bidder accepts the terms and conditions herein. Any exceptions should be noted in your response.
1.12 Proposal Validity: Unless specified otherwise, all proposals shall be valid for 60 days from the due date of the proposal.
1.13 Specification Protest Process and Remedies: If a bidder feels that the specifications are written in a way that limits competition, a specification protest may be sent to the Purchasing Department. Specification Protests will be responded to within five (5) business days of receipt. Determination of protest validity is at the sole discretion of the University. The due date of the bid may be changed if necessary to allow consideration of the protest and issuance of any necessary addenda. Specification protests shall be presented to the University in writing as soon as identified, but no less than five (5) business days prior to the bid opening date and time. No protest against the award due to the specifications shall be considered after this deadline. Protests shall include the reason for the protest and any proposed changes to the specifications. Protests should be delivered to the Purchasing Department in sealed envelopes, clearly marked as follows:
SPECIFICATION PROTEST, RFP #______
1.14 Proposal Submission: A SIGNED original and 9 copies of the proposal must be submitted to the University of Maine Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, in a sealed container by Tuesday, May 3, 2005, to be date stamped by the Purchasing Department in order to be considered. Original must be clearly marked as original. Normal business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. Proposals received after the due date will be returned unopened. There will be no public opening of proposals (see Confidentiality clause). Vendors are strongly encouraged to submit proposals in advance of the due date to avoid the possibility of missing the due date because of unforeseen circumstances. Vendors assume the risk of the methods of dispatch chosen. The University assumes no responsibility for delays caused by any package or mail delivery service. Postmarking by the due date WILL NOT substitute for receipt of proposal. In the event that the University is closed due to inclement weather on the day that a proposal is due, proposals will be accepted on the next day that the University is open. Vendors may wish to call 207-581-SNOW or 800-581-SNOW if the weather is bad, to learn if the University has closed. Additional time will not be granted to any single vendor, however additional time may be granted to all vendors when the University determines that circumstances require it. FAXED OR E-MAIL PROPOSALS WILL NOT BE ACCEPTED. The envelope must be clearly identified on the outside as follows:
Name of Bidder
Address of Bidder
Due Date
RFP #
1.15 Pre-Proposal Conference: A conference will be held on Thursday, April 21, 2005 at 12:00 noon local time at Hilltop Private Dining Room. The purpose of this conference is to answer questions and provide further clarification as may be required. Please hold all questions until this meeting. Attendance by all prospective bidders is mandatory. )
Firms planning to attend this pre-proposal conference should contact Cindy Carusi at 207-581-2696 no later than 12:00 p.m. local time on Tuesday, April 19, 2005, with the names and titles of the individuals who will attend.
2.0 GENERAL TERMS AND CONDITIONS:
2.1 Furnish and Install: The items on this bid will be provided on a Contractor furnish and install basis. The Contractor will have the complete responsibility for the items and system until it is in place and working. Any special installation requirements will be submitted with the bid to the University. All transportation and installation arrangements will be the responsibility of the Contractor. Coordination arrangements must be made with Joe Caron, the University’s Project Coordinator at least one (1) week prior to arrival. All crating and other debris must be removed from the premises. The Contractor will be solely responsible for correcting damage to premises resulting from the installation process.
2.2 Contract Documents: If a separate contract is not written, the contract entered into by the parties shall consist of the RFP, the signed proposal submitted by the Contractor, the specifications including all modifications thereof, and a purchase order or letter of agreement requiring signatures of the University and the Contractor, all of which shall be referred to collectively as the Contract Documents.
2.3 Contract Modification and Amendment: The parties may adjust the specific terms of this contract (except for pricing and/or commission) where circumstances beyond the control of either party require modification or amendment. Any modification or amendment proposed by the Contractor must be in writing to the Purchasing Department. Any agreed upon modification or amendment must be in writing and signed by both parties.
2.4 Contract Term: The contract term shall be for multiple phases starting the summer of 2005.
2.5 Contract Validity: In the event one or more clauses of the contract are declared invalid, void, unenforceable or illegal, that shall not affect the validity of the remaining portions of the contract.
2.6 Clarification of Responsibilities: If the Contractor needs clarification of or deviation from the terms of the contract, it is the Contractor's responsibility to obtain written clarification or approval from Gordon Nelson, the University’s Project Manager.
2.7 Litigation: This Contract and the rights and obligations of the parties hereunder shall be governed by and construed in accordance with the laws of the State of Maine. The Contractor agrees that any litigation, action or proceeding arising out of this Contract, shall be instituted in a state court located in the State of Maine.
2.8 Assignment: Neither party of the contract shall assign the contract without the prior written consent of the other, nor shall the contractor assign any money due or to become due without the prior written consent of the University.
2.9 Equal Opportunity: In the execution of the contract, the Contractor and all subcontractors agree, consistent with University of Maine System policy, not to discriminate on the grounds of race, color, religion, sex, sexual orientation, national origin or citizenship status, age, disability or veterans status and to provide reasonable accommodations to qualified individuals with disabilities upon request.
2.10 Independent Contractor: Whether the Contractor is corporation, partnership, other legal entity, or an individual, the Contractor is an independent contractor. If the Contractor is an individual, the Contractor's duties will be performed with the understanding that the Contractor is a self-employed person, has special expertise as to the services which the Contractor is to perform and is customarily engaged in the independent performance of the same or similar services for others. The manner in which the services are performed shall be controlled by the Contractor; however, the nature of the services and the results to be achieved shall be specified by the University. The Contractor is not to be deemed an employee or agent of the University and has no authority to make any binding commitments or obligations on behalf of the University except as expressly provided herein. The University of Maine System has prepared specific guidelines to be used for contractual agreements with individuals (not corporations or partnerships) who are not considered employees of the System.
2.11 Sexual Harassment: The University is committed to providing a positive environment for all students and staff. Sexual harassment, whether intentional or not, undermines the quality of this educational and working climate. The University thus has a legal and ethical responsibility to ensure that all students and employees can learn and work in an environment free of sexual harassment. Consistent with the state and federal law, this right to freedom from sexual harassment was defined as University policy by the Board of Trustees. Failure to comply with this policy could result in termination of this contract without advanced notice.
Further information regarding this policy is available from the Director of Equal Opportunity, North Stevens Hall, 581-1226.
2.12 Indemnification: The Contractor agrees to be responsible for, and to protect, save harmless, and indemnify the University and its employees from and against all loss, damage, cost and expense (including attorney's fees) suffered or sustained by the University or for which the University may be held or become liable by reason of injury (including death) to persons or property or other causes whatsoever, in connection with the operations of the Contractor or any subcontractor under this agreement.
2.13 Contractor's Liability Insurance: During the term of this agreement, the Contractor shall maintain the following insurance:
Insurance Type Coverage Limit
1. Commercial General Liability $1,000,000 per occurrence or more
(Written on an Occurrence-based form) (Bodily Injury and Property Damage)
2. Automobile Liability $1,000,000 per occurrence or more
(Including Hired & Non-Owned) (Bodily Injury and Property Damage)
3. Workers Compensation Required for all personnel
(In Compliance with Applicable State Law)
The University of Maine System shall be named as Additional Insured on the Commercial General Liability insurance.
Certificates of Insurance for all of the above insurance shall be filed with:
University of Maine Purchasing Department
5765 Service Building
Orono, Maine 04469
Certificates shall be filed prior to the date of performance under this Agreement. Said certificates, in addition to proof of coverage, shall contain the standard statement pertaining to written notification in the event of cancellation, with a thirty (30) day notification period.
As additional insured and certificate holder, the University should be included as follows:
The University of Maine System
107 Maine Avenue
Bangor, ME 04401
2.14 Smoking Policy: The University of Maine System must comply with the "Work place Smoking Act of 1985" and MRSA title 22, 1541 et seq "Smoking Prohibited in Public Places." In compliance with this law, the University of Maine System has prohibited smoking in all University System buildings except in designated smoking areas. This rule must also apply to all contractors and workers in existing University System buildings. The Contractor shall be responsible for the implementation and enforcement of this requirement within existing buildings.
2.15 GLB (Confidentiality of Information): The Contractor shall comply with all aspects of the Gramm Leach Bliley Act regarding safeguarding confidential information.
2.16 Availability of Funds: It is understood and agreed between the parties herein that the University shall be bound only to the extent of the funds available or which may become available for the purpose of this agreement.
2.17 Asbestos Removal: The University shall be responsible for the removal of all asbestos containing materials (ACM). The Contractor is responsible for performing very basic visual assessments of all projects and maintenance work sites for suspected hazardous materials (materials not labeled) prior to commencing work. Where such materials are located, they stop work and communicate the need for material identification to the University Project Coordinator. The University Project Coordinator will then contact the Asbestos and Lead Coordinator who facilitates testing and identification of the material, completes Abatement Notifications, where applicable, and reports results of tests and/or abatement schedules to the University Project Coordinator who will then direct the Contractor.
2.18 Condition and Care of Property and Protection of the Work: The Contractor shall continuously maintain adequate protection of all work covered by the Contract from damage or loss and shall protect the property from injury or loss arising in connection with this Contract, and shall make good any such damage, injury or loss. The Contractor shall adequately protect adjacent property as provided by law and the Contract Documents.
2.19 Labor and Wages: All Contractors and Subcontractors shall conform to the labor laws of the State of Maine, and all other laws, ordinances, and legal requirements affecting the work in Maine. A wage scale prepared by the State of Maine Department of Labor, Bureau of Labor Standards is included in the Contract Documents. This wage scale represents the minimum wages that must be paid to each category of laborers, workers and mechanics used in the performance of this contract. In the employment of Laborers, preference shall first be given to residents of the State who are qualified to perform the work to which the employment relates, and if they cannot be obtained in sufficient numbers, then to citizens of the United States.
2.20 Parking Regulations and Use of Walkways: The Contractor's vehicles and those of their employees working on campus, must be registered with the Department of Public Safety. Unregistered vehicles on the University campus are subject to a parking violation ticket and/or towing off campus. Contractors are advised that parking regulations are strictly enforced by campus police. Towing will be at the Contractor's expense. A copy of regulations can be obtained by calling Public Safety Parking Office at 581-4047.
3.0 PERFORMANCE TERMS AND CONDITIONS:
3.1 Contract Administration: The University of Maine Purchasing Department or its designee shall be the University's authorized representative in all matters pertaining to the administration of this contract. The Purchasing contact is Richard Guthrie, 207-581-3734.
3.2 Employees: The Contractor shall employ only competent and satisfactory personnel and shall provide a sufficient number of employees to perform the required services efficiently and in a manner satisfactory to the University. If the Contract Administrator or designee, notifies the Contractor in writing that any person employed on this contract is incompetent, disorderly, or otherwise unsatisfactory, such person shall not again be employed in the execution of this contract without the written consent of the Contract Administrator.
3.3 Payments: Payment will be upon submittal of an invoice to the Purchasing Department by the Contractor on a net 30 basis unless discount terms are offered. Invoices must include a purchase order number.
3.4 Final Acceptance: The installing contractor shall be fully responsible for the installation. The installation shall be inspected by representatives of the University and the installing contractor prior to final acceptance by the University. The warranty will start on final acceptance.
3.5 Manuals: The Contractor shall provide all necessary owners manuals and/or maintenance instructions and parts lists.
3.6 Solid Waste Management and Recycling: Explain what your firm will provide to promote reduction, reuse, and recycling of solid waste at the spaces assigned. List the products which contain recycled material content, and proposed packaging of product which will result in the reduction of solid waste.
3.7 Hazardous Substances: Any substances defined by state law or 1261 of Title 15 of the United States Code as hazardous, will be properly labeled and delivered or used in a way that does not violate state or federal laws.
4.0 PROPOSAL CONTENT:
Bidders shall ensure that all information required herein is submitted with the proposal. All information provided should be verifiable by documentation requested by the University. Failure to provide all information, inaccuracy or misstatement may be sufficient cause for rejection of the proposal or rescission of an award. Bidders are encouraged to provide any additional information describing operational abilities. Responses to each requirement below should be in order and clearly marked with the section number to which they respond.
4.1 Business Profile:
4.1.1 No financial statements are required to be submitted with your bids/proposals, however, prior to an award the University may request financial statements from your company, credit reports and letters from your bank and suppliers.
4.1.2 Please submit with your bid or proposal a detailed history and description of your company and any published reports about your company.
4.2 Product Information: The bidder shall clearly and specifically identify the product being offered and enclose complete and detailed descriptive literature, catalog cuts and specifications with the bid to enable the University of Maine to determine if the product offered meets the requirements of the solicitation. Failure to do so may cause the bid to be considered non-responsive.
4.3 Samples: Bidders shall provide a sample for locks offered prior to or at the time of bid opening. Samples shall be exact and true representatives of the locks offered. Each sample shall be properly tagged or labeled with the name of the bidder, the bid opening date, and the specific commodity or item number. Samples shall be provided at no cost to the University. In the event the delivered locks fail to conform to the sample provided, the Contractor shall immediately replace the portion of the delivered locks with acceptable locks conforming to the contract requirements at no additional cost to the University. Sealed bids shall not be affixed to or placed in sample packages or containers. Failure to comply with these instructions may be cause for rejection of your bid.
Submit bid samples to:
Richard Guthrie
Purchasing Department
5765 Service Building
University of Maine
Orono, Maine 04469-5765
Sealed bid # _________
Opening Date and Hour ____________
4.4 Warranty: All materials and equipment shall be fully guaranteed against defects as stated in Section 5.3 following date of acceptance.
Provide warranty information, both on parts and labor, applying to all equipment that may be purchased as a result of this Request for Bid. This would include units/components not manufactured by the seller.
4.5 Quantities: Dormitories contain approximately 2200 rooms. The contract shall cover the actual needs of the University throughout the term of the contract regardless of whether they are more or less than the quantities shown.
4.6 Pricing: Quoted prices will be in effect for a minimum of eighteen (18) months from the effective date of the contract. After this period the University will accept verified manufacturer's price increases to a dealer or verified manufacturing costs to a manufacturer. All price increases must be of a general nature and apply to all customers. Notification of price increases must be furnished in writing to the Purchasing Department for approval. The University reserves the right to rebid the contract if it does not want to accept price increases. In the event of any commodity price decrease, the contractor shall promptly notify the University of Maine and any decrease in the price shall be reflected in pricing to the University.
4.7 Training: Pricing must include complete training for University personnel. Describe the training included in the price.
4.8 Compatibility: How do you propose to maintain compatibility over the multiple phases of the project? Is there a cost? Explain.
4.9 Wrapped Door: What is your installation procedure with wrapped doors? Do the doors need to be unwrapped? What is the cost of a door needs to be wrapped?
4.10 Patch House: The Patch House has recently installed Locknetics CM5196 locks. How will the Patch House be made compatible with the other dormitories?
Upgrade Cost $
Buy-back Cost $
New installation from scratch Cost $
4.11 Warranties: How will warranties for hardware installed in different phases be handled?
4.12 EPP Commitment: The University has made a commitment to purchase Environmentally Preferred Products (EPP) to the extent possible and to buy from vendors who are being good stewards of the environment as well. To that end we ask that you provide us with information that will help us to do that in the future. Please submit with your bid/proposal the ways in which your company is working to be better stewards of the environment. If that information is on your website, please provide us with the web address. Include:
1) Products that display one or more positive environmental attributes (recycled content, energy or water efficiency, lox toxicity or biodegradability.)
2) Products that generate less waste by containing less packaging or by being more durable, reusable or remanufactured.
3) Products that meet certain environmental criteria during production (chlorine free, wood from a sustainably managed forest.)
4) If you will reclaim or take back items (batteries, electronics, carpeting, oil products, tires and toner cartridges.)
5) Any credentials or awards you have received for being good stewards of the environment.
5.0 SPECIFICATIONS AND SCOPE OF WORK:
5.1 Description of Work: Work under this section comprises of furnishing and installing door locks specified for a complete and operational system, including any electrified components. Items include, but are not limited to the following:
5.1.1 Magnetic Card Reader Locksets
A. System software, computer hardware and accessories
B. Magnetic stripe card encoding devices
C. Hand-held programming devices to include all hardware needed to program doors and communicate with software, including cradles and cables
5.2 Quality Assurance:
5.2.1 All locks used in labeled fire or smoke rated openings to be listed for those types of openings and bear the identifying label or mark indicating U.L. (Underwriter's Laboratories) approved for fire.
5.2.2 Pre-Installation Conference: Prior to each installation phase the Contractor will arrange a conference with the University’s Project Coordinator to review materials, procedures, and coordinating related work. A survey will be done of the dormitories being relocked in that phase. The Contractor and the Project Coordinator will determine if any doors are not suitable for lock installation. The University will correct any deficiencies found as a result of the survey prior to the date the Contractor is scheduled to start work.
5.3 Warranty:
5.3.1 All locks and card readers shall be supplied with a one- (1) year warranty against defects in materials and workmanship, commencing with owner acceptance of the work. Computer, monitor, keyboard, and encoder, if part of contract, shall be supplied with manufacturer’s standard warranty, but not less than three years on parts. All other components shall be supplied with a minimum one- (1) year warranty.
5.3.2 During system warranty period, system updates via electronic means or mailings are to be made available to owner.
5.3.3 During product life, provide twenty-four (24) hour toll-free technical support.
5.4 Products: All items to be supplied by a single manufacturer or integrator to insure system continuity and operation, with the exception of computer and non-proprietary peripheral hardware.
5.5 Environmental Concern for Packaging: The system items shipped to the jobsite are to be packaged in biodegradable packs, such as paper or cardboard boxes and wrapping. If non- biodegradable packing is utilized, such as plastic, plastic bags or Styrofoam, then the Contractor will be responsible for the disposal of the non-biodegradable packing to a licensed or authorized collector for recycling of the non-biodegradable packing.
5.6 Computer and Peripheral Hardware:
5.6.1 All computer hardware to be owner supplied, except encoders and any proprietary hardware, which are contractor supplied.
5.6.2 Client computer operating systems to be Windows XP SP200 or higher. Contractor to specify detailed specifications of server hardware and OS hardware Windows is a registered trademark of Microsoft Corporation.
5.6.3 Computer hardware requirements: shall be vendor specified.
5.6.4 Provide keycard encoder/reader unit to operate in conjunction with computer and software as component in system. Automatic mechanized feed with 3-track high coercivity encoding capability. Any new encoding (if needed) must not affect existing encoding on other tracks and will reside on track 3.
5.6.5 Owner to supply all cables and cords required to connect the computer, keyboard, monitor, printer together and into an electrical surge protector unit for plug-in to the electrical outlet. Contractor shall provide encoder/reader and connecting cables.
5.6.6 System is to have multiple operating stations, which are to be networked.
5.6.7 Owner to provide physical connections between computers per system specifications. Network interface within the computers, including cards appropriate operating system to be provided as part of contract.
5.6.8 Each operating station to be equipped with recommended hardware, encoder, and connectors as specified above.
5.6.9 Provide 4 mag stripe encoders (unless utilizing existing data on magnetic stripe).
5.6.10 Contractor to supply guaranteed time lines of support for OS critical software patches.
5.7 System Software:
5.7.1 Software capable of managing a number of cardholders and locksets to satisfy any possible future expansion throughout the University of Maine System. Contractor to specify the number of unique PIN codes where card with PIN is required for access.
5.7.2 System software shall support a single PC installation and multiple workstation (server with clients) installation. When installed for multiple workstations, Contractor needs to supply licensing structure based on concurrent logons or total logons allowed. Concurrent logons is preferred.
5.7.3 Access to software to be restricted to authorized individuals with password protection. Level of authorization for each individual to be determined by designated on-site system administrator(s) and can be changed by the same at any time. Operator privileges to be segmented by facility, building, door grouping, door, user or user grouping.
5.7.4 Software to be customizable to allow owner to use own nomenclature to name locksets (doors) and/or access privileges.
5.7.5 A feature in the software will be available that allows system operators to create additional doors that have identical properties to an existing door. The software will accommodate special notes the system operator wishes to add to the individual door record.
5.7.6 System software shall allow for a minimum of 3 customizable information fields associated with cardholder.
5.7.7 Software to be capable of activating or invalidating cards individually or by certain criteria.
5.7.8 Software to enable encoding of cards for primary residence lock, suite lock, common residence locks, multiple privilege point locks, common facility locks, office locks, classroom locks, and/or multiple facility-user group locks with multiple selections within each user group.
5.7.9 Independent of lock operating mode, software can require specific cardholders to always utilize card + PIN (example – individuals with master access) or card only (example – special needs individual that cannot manage PIN code entry). 4 or more digit PIN codes may be assigned by software or manually entered by system operator.
5.7.10 Software to enable gender and ADA specific encoding of cards.
5.7.11 Software to enable encoding of card which overrides lockset PIN code requirement independent of lockset mode.
5.7.12 Contractor to specify the number of cardholder time periods, lockset unlock/relock periods, and exception periods.
5.7.13 Software may assign a variety of functions to the individual cards, including:
A. Allowance for one card to have multiple functions, either through use of pin or multiple card presentations (e.g.: presenting card will unlock door temporarily. Presenting card with pin or multiple presentations will toggle door from passage mode to secure mode).
B. A card that when presented to a Door in Secured mode, changes door mode to Passage. When presented to a Door in Passage mode, changes door mode to Secured.
C. A card that freezes the opening in its current mode. Prevents authorized cards from overriding the door mode.
D. A card that provides normal access overriding even Doors in Secured Lockout mode.
5.7.14 Software to have customized report capabilities including, but not limited to, the following:
A. Cardholders with valid/active credentials
B. Previous cardholders that have expired credentials
C. Access privileges by cardholder, including times and days of the week, by door
D. Invalid cards by lockset
E. Locksets that are activated for entry by PIN code, including times and days of the week
F. Which cards will expire during the next "x" number of days (for replacement purposes)
G. Lock setup and characteristics for a specific lock; lock events (transferred from a lock interrogating device).
5.7.15 Software to maintain a record of all door events including, but not limited to, cardholder access attempts with date and time stamp. Key override access
5.7.16 Provide software for portable programming and interrogating device and appropriate connectors that are compatible with system software, system computer and electronic card locksets.
5.7.17 Software to provide for capabilities as described in other sections of this specification.
5.8 Magnetic Stripe Cards:
5.8.1 All cards to be owner supplied.
5.8.2 The system to include operation of any card that meets ISO standard 7810 and 7811 (Physical Size and Encoding Technique) if track 2 is utilized.
5.8.3 Contractor to specify card encoding encryption used.
5.8.4 Each card to have unique encoding to the facility, to the cardholder, and to the cardholder's access privileges.
5.8.5 Cards to be encoded specific to date and time including start time and end time.
5.8.6 Automatic deactivation of old card when new card is presented.
5.9 Locksets:
5.9.1 Locksets shall be battery-powered and offline, capable of at least 80,000 operating cycles using standard issue, “batteries. Lockset shall have non-volatile memory, i.e. retain all database information when batteries are removed. Specify battery type and number, specify expected cycles per battery life.
5.9.2 Locksets to be cylindrical (fits in standard ANSI 161 prep with minimal changes) with ½” latch-bolt or full mortise with a ¾” latch-bolt. Locksets shall be provided from the manufacture with specified handing.
5.9.3 Locksets shall be made available with magnetic stripe card reader and pincode keypad. Contractor to specify future expansion options for additional features, including proximity capabilities.
5.9.4 Outside and inside levers of each lockset shall operate independently of each other. Lockset shall use mechanism on outside lever to deter vandalism and maximize durability. Disablement of secured levers shall not permit latch-bolt retraction from secure side while allowing emergency egress.
5.9.5 Locksets to have metal housings and pushbuttons.
5.9.6 Lockset trim to be thru-bolted on doors. High security fasteners shall be utilized to deter access to the electronic components on the secured side of the opening.
5.9.7 Furnish locksets with all necessary screws, bolts and other fasteners of suitable size and type to anchor the locks and card readers into position for a long life under hard use.
5.9.8 Design of all fastenings shall harmonize with the lock or card reader as to material and finish.
5.9.9 All locksets to have emergency key override capability. Will accept Schlage standard
1 1/8” to 1 ¼” length mortise cylinder with straight or cloverleaf cam design. Will also accept small and large format interchangeable core cylinders with housing provided. Use of the emergency key override will be recorded in the lockset event database.
5.9.10 All lockset batteries and electronics, except card read heads and keypads, to be positioned on the secure side of door for security and avoiding exposure to inclement weather conditions.
5.9.11 Provide wrought boxes and lip strikes with proper lip length to protect trim of the frame, but not to project more than 1/8 inch (3.2 mm) beyond frame trim or the inactive leaf of a pair of doors.
5.9.12 Visual LED indicator(s) shall indicate activation, operational systems status, system error conditions and low power conditions.
5.9.13 Locksets shall not be the limiting factor of the number of unique cardholders that can access the lock.
5.9.14 Locksets to be operable by card and PIN, PIN only, or card only.
5.9.15 Locksets to be programmable for single or common room functions. Passage mode and automatic passage modes also to be available with each lock and card reader.
5.9.16 Locksets to provide recoverable date and time audit trail. Contractor to provide maximum number of events to include authorized entry, unauthorized access attempt, emergency key override utilized, door unsecure - scheduled unlock, and door secure - scheduled relock.
5.9.17 Auto-relocking within a designated time globally or individually configurable for each lockset for both standard and ADA compliance.
5.9.18 Locks to distinguish between multiple users, groups of users, and/or gender.
5.9.19 The locksets will be furnished with the following functions:
A. Office: The outside lever is maintained locked or unlocked by pushbuttons on the inside escutcheon or by a Toggle Mode credential. The inside lever is always free.
B. Classroom / Storeroom: The outside lever is normally locked. The inside lever is always free. An approved access credential may momentarily unlock the door. The unit may be maintained unlocked by using a Toggle Mode access credential.
C. Privacy (Optional): The privacy function is enabled by a single pushbutton on the inside electronic housing; this will disable normal electronic access from the exterior. Opening the door deactivates the privacy feature.
5.9.20 Privacy override capability available from outside on level card (optional).
5.9.21 Lockset shall accept minimum of 8 assigned time periods that allow for authorized cardholder access during certain times of the day and days of the week on a repeatable weekly schedule.
5.9.22 Locksets shall accept minimum of 6 assigned unlock/relock periods that allow Doors to be put in Passage Mode during certain times of the day and days of the week on a repeatable weekly schedule with the ability to disable or enable the First Person In feature. The First Person In feature requires that an authorized cardholder present their card before a scheduled unlock puts the Door in Passage Mode.
5.9.23 Locksets shall accept minimum of 12 assigned exception periods for cardholder time periods and unlock/relock periods. Exception periods can be set up for the following options:
A. Put Door in Passage mode.
B. Put Door in Secured mode that will override any scheduled unlock periods.
C. Put Door in Secured Lockout mode that will override both scheduled unlock periods and authorized access with the exception of Pass-Thru cards.
5.9.24 Lockset operating program to be downloadable and upgradeable at the installed lockset from the portable programming/interrogating device.
5.10 Portable Programming and Interrogating Device
5.10.1 Data transfer connectors between programming device and computer and device and locksets to be part of contract.
5.10.2 Provide one programming per building (110 – 240 locks per building).
5.10.3 Programming device can be connected to locksets and to be capable of programming and interrogating.
5.10.4 Device can be connected to computer for uploading and downloading information.
5.10.5 Device can install, change, or upgrade operating program at locks and card readers. Can be used to program and re-program each lockset for different functions, modes, dates, times, and authorized cards.
5.10.6 Interrogation software should be password protected and facility specific.
5.11 Owner’s Stock: At the completion of the project, supply to the Owner the following items:
5.11.1 Additional lock units equal to two percent of the total units required on project.
5.11.2 One (1) set of instruction sheets for each unique item furnished
5.11.3 One (1) each of any non-standard tool for installation
5.12 Installation of System:
5.12.1 Owner to provide designated area with sufficient desk space and electrical outlets required for system computer and computer components.
5.12.2 Locks, card readers and system software to be installed by manufacturer certified installers only.
5.12.3 Check items against the approved system schedule upon delivery. Store in a dry and secure location to protect against loss and damage.
5.12.4 Manufacturer certified technician to assist in and verify installation of computer, peripheral computer hardware, and system software, installation of locks and card readers, programming and operation of locks and card readers, and to train designated personnel in operation of system.
5.12.5 Mortise and cutting to be done neatly, and evidence of cutting to be concealed in the finished work.
5.12.7 Protect exposed trim from scratching or other damage.
5.12.8 Upon completion of installation, test entire system for proper operation.
5.12.9 During or upon completion of the installation, the Contractor shall be responsible for adequately training University personnel to perform future lockset installations.
5.13 On-going maintenance and operation of the locksets and system:
5.13.1 Number of visits to the locksets to program access information shall be limited. System will need to have ability to be configured in such a manner that the access to the lock is controlled automatically or remotely. Bidders will need to demonstrate what methods exists to minimize visits to the locks (wireless connectivity, remote encoding of cards, self check-in kiosk, etc). Any means to minimize required resources to maintain the system will be considered crucial to the university.
5.13.2 If system includes wireless solution, bidder will need to demonstrate reliability and security of the system and supply all related specifications.
5.13.3 Bidder will provide detailed specifications of equipment required for above features (e.g.: wireless access points, owner responsible equipment needs for kiosks, etc) and applicable costs.
5.13.4 Database system to be able to accept (preferably automatic) imports of room assignments from external database systems.
5.13.5 Proven battery performance of locks through references or other statistics, to show resources needed for replacement of batteries.
5.13.6 Open access to database to allow for custom programming by university in relevance to other systems (imports and exports). University will assume full responsibility of any programming affecting the database.
5.14 Documentation: Contractor to provide documentation of any possible add-ons, such as biometric authentication.
5.15 Recycled Material Content Alternate: The University of Maine wishes to buy as many products as possible with a recycled/recovered material content. Please provide all pertinent and verifiable information with regard to the amount of post-consumer recycled content in the products you are bidding, including if they meet or exceed EPA procurement guidelines. The bidder is responsible to clearly and specifically indicate the product being offered and to provide adequate information to enable the University to determine if the product offered meets the requirements of this solicitation. Bidders are encouraged to submit bids for both products with recycled content and for products made from virgin materials.
5.16 Energy Star Compliance: The University prefers to buy products that are Energy Star Compliant whenever possible. Please provide all pertinent and verifiable information with regard to Energy Star Compliance. The bidder is responsible to clearly and specifically indicate the product being offered and to provide adequate information to enable the University to determine if the product offered meets the requirements of this solicitation. Verification from the manufacturer of Energy Star Compliance must be provided.
6.0 References: A list of three references is required to be submitted with your proposal. These references should be agencies your firm has done business with in the past year on projects with a similar scope to this one.