Installation, materials and permits for a new Access Controls System for City Hall, Police Department and Department of Public Works.

Description: CITY OF NORTON SHORES NORTON SHORES FACILITIES DEPARTMENT REQUEST FOR BIDS Installation, materials and permits for a new Access Controls System for City Hall, Police Department and Department of Public Works. I. INTRODUCTION The Norton Shores Facilities Department is seeking bids from qualified vendors to supply materials and install new Access Controls system in the City Hall, and Police Department at address 4814 Henry St., Norton Shores, MI 49441. As well as the Department of Public Works Building, located at 1174 E Mt. Garfield Rd, Norton Shores, MI 49441. II. SCOPE OF PROJECT The Contractor shall provide all labor, materials, equipment, software, installation, programming, testing, training, and services necessary to furnish and install a complete and fully operational access control system in accordance with the requirements of this RFB. A. Access Control Panels and Controllers Provide and install new access control panels and controllers as required for a complete and functional system. B. Card/Credential Readers Provide and install card or credential readers at all doors currently equipped with access control, including all necessary hardware, wiring, programming, and testing. C. New Door Locations Provide and install access control for four (4) new door locations, including card or credential readers, electronic locking hardware, door position switches, wiring, programming, and all other necessary equipment. D. Reuse of Existing Equipment Reuse existing access control equipment where practical and compatible with the new system. The Contractor shall inspect and test existing power supplies, electronic locking hardware, door position switches, cabling, and other related equipment. Equipment that is in good working condition and compatible with the new system shall be reused. Any equipment that cannot be reused shall be identified and included as a replacement item in the RFB. City Hall/Police Department • 34 door card or credential readers with electronic locking hardware installed currently. Department of Public Works • 30 door card or credential readers with electronic locking hardware installed currently. E. Power Supplies Provide and install power supplies where required, including backup power for all access control panels and controllers. F. Existing Conditions Verify existing door conditions, electrical power, network connectivity, pathways, conduit, cable routes, ceiling conditions, equipment locations, and other site conditions that may affect the installation. G. Software and Cloud-Based Management Provide all required access control system software and cloud-based management services. The system shall be compatible with and capable of working closely with Muskegon Central Dispatch, including all required licensing, integration, programming, technical support, and the ability to have active directory/ALDAP. H. System Configuration and Training Install and configure all access control management equipment and software necessary for a complete and fully functional and operational system. The Contractor shall provide system training, enter required data, and transfer/add current employees and authorized users to the new access control system. I. CJIS Compliance The access control system shall comply with applicable FBI Criminal Justice Information Services (CJIS) Security Policy requirements. J. Power Failure and System Disruption The access control system shall maintain physical security and appropriate door locking operation during power failures and other system disruptions. K. Audit Trail The system shall maintain an audit trail of access activity, including the identification of the person or credential used to access each controlled door and the date and time of each access attempt. L. Restricted Areas The system shall provide the ability to restrict access to designated sensitive areas within a given Department to authorized personnel only. M. Warranty The Contractor shall provide a one (1) year warranty covering all parts, equipment, software, and labor associated with the access control system installation. The warranty shall cover defects in materials, equipment, workmanship, and installation. The Contractor shall repair or replace, at no additional cost to the City, any defective or failed components covered under the warranty. The start date of warranty shall be the date of the system being fully functional and operational. N. Annual Operating Cost Provide the annual operating cost for system management, software licensing, cloud services, maintenance, and technical support. O. Licensing, Permits, and Qualifications All work shall be performed by appropriately licensed and qualified contractors. The Contractor shall obtain and maintain all required permits. Permit fees shall be paid by the City. P. Codes, Standards, and Requirements All work shall be performed in accordance with the approved drawings, specifications, applicable federal, state, and local codes and ordinances, and all other requirements identified in this RFB. Q. WORK HOURS AND SCHEDULING • Regular work hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. • Work outside these hours requires prior written approval from Brandon Wilburn and/or Bryan Degroot. • No work is allowed on City-observed holidays without prior approval. • The Contractor shall coordinate its work schedule with Brandon Wilburn or Bryan Degroot and provide advance notice of planned work. III. ELIGIBLE BIDDERS This RFB is open to any vendor capable of completing the project as described above. IV. BID SUBMISSION DETAILS • Release Date: October 22, 2026 • Deadline for Submission: November 19, 2026 at 10:00am • Mandatory Open House Date: November 12, 2026 at 8:00am • Submission Format: I. Preparation / Investigation o Hours: __________________ o Labor Costs: ______________ o Materials: _________________ II. Controls Installation \& Testing - Hardware o Hours: _____________________ o Labor Cost: ________________ o Material Cost: ___________ III. Controls Installation / Testing - Software o Hours: _________________________ o Labor Cost: _________________________ o Materials Costs: ______________________ IV. Training/Data Entry o Total Cost: _______________________ Total Cost $: __________________________________ * Bids must be submitted in the form of an invoice or official estimate. * Bids must be accompanied with proof of insurance and w-9 * Bids must be submitted in a sealed envelope clearly marked "Access Control System for City Hall, Police Department and DPW". Office of the Purchasing Agent 4814 Henry Street Norton Shores, MI 49441 V. EVALUATION CRITERIA • Total cost of equipment and installation • The annual cost for operation, management, software licensing, and monitoring • Availability of contractor services (time frame for completing the project). VI. POINT OF CONTACT Any questions regarding this RFB should be directed to: Facilities Supervisor Brandon Wilburn Email: bwilburn@nortonshores.org Phone: 231-332-2040 VII. INSURANCE REQUIREMENTS CONTRACTOR INSURANCE REQUIREMENTS All contractors submitting bids for work for the City of Norton Shores shall comply with the insurance, bonding, and related requirements set forth below. The contractor shall provide evidence of all required insurance coverage and bonds prior to commencement of any work. The required insurance limits shall be determined based upon the type, dollar value, and duration of the contract. 1. INSURANCE REQUIREMENTS Contracts shall provide the following: 1. Workers' Compensation and Employers' Liability Workers' Compensation and Employers' Liability insurance as required by the laws of the State of Michigan. 2. Commercial General Liability Commercial General Liability insurance on an Occurrence Basis only, including or endorsed to provide: • Broad Form General Liability coverage, or equivalent coverage if not included in the policy • Independent Contractor coverage • Products and Completed Operations coverage • Contractual Liability coverage • City of Norton Shores named as an Additional Insured • Thirty (30) days' notice of cancellation to the City of Norton Shores • Owners, Contractors Protective (OCP) Liability Policy in the name of the City of Norton Shores • City of Norton Shores shall be named as an Additional Insured where applicable. • Thirty (30) days' notice of cancellation shall be provided to the City of Norton Shores. 3. Minimum Limits The limits of liability for General Liability, OCP Liability, and Automobile Liability shall be not less than $500,000, per occurrence and/or aggregate, combined single limit for personal injury, bodily injury, and property damage. 4. CONTRACT BONDS Contract bonds, including Bid, Performance, Completion, Labor and Material/Payment, and Maintenance Bonds, are required for all contracts over $25,000. • Bid Bond A Bid Bond shall be required in an amount equal to five percent (5%) of the amount of the bid or proposal. • Performance and Completion Bond A Performance and Completion Bond shall secure the faithful and complete performance of the contract by the contractor. • Labor and Material/Payment Bond The Labor and Material/Payment Bond shall secure payment by the contractor of all sums due to subcontractors, suppliers, laborers, workers, and materialmen. • Maintenance Bond The Maintenance Bond shall provide security that the construction work will be maintained in good and workable condition for a period of one (1) year after completion of the work and acceptance thereof by the City of Norton Shores. The Maintenance Bond shall also secure the contractor's obligation to repair, at no additional cost to the City, all defects in the work, whether latent or apparent, that become known to the City, the contractor, or any other party during the one-year maintenance period following completion and acceptance of the work. • Submission of Bonds All required bonds shall be submitted to the City of Norton Shores at least ten (10) days prior to commencement of work under the contract. 5. PROPERTY INSURANCE / BUILDER'S RISK All contracts involving the construction, addition, renovation, alteration, or repair of a building or structure shall contain provisions establishing responsibility for providing property insurance during the construction process. • Coverage Amount and Scope Property insurance shall be provided in an amount equal to one hundred percent (100%) of the completed value of the work. Coverage shall be on an all-risk basis and shall include materials related to the work, wherever located, including materials in transit. • Waiver of Occupancy Clause A Waiver of Occupancy Clause Endorsement shall be attached to the policy to permit the City of Norton Shores to occupy the facility during construction or restoration. • Materials at the Site The policy shall provide coverage for materials located at the project site before such materials become an integral part of the structure. • Contractor's Tools and Equipment The insurance requirements shall address coverage for the contractor's tools, equipment, and other property used in connection with the project. • Insured Parties All parties having an insurable interest in the property shall be properly named as insureds. F. Notice of Cancellation Thirty (30) days' notice of cancellation shall be secured for the benefit of the City of Norton Shores. • Subcontractors Any property insurance requirements placed upon the General Contractor and/or Construction Manager shall also be placed upon all subcontractors working on the project, as applicable. • Builder's Risk Builder's Risk insurance shall be provided by the Contractor. 6. PROFESSIONAL SERVICES CONTRACTS If the contract involves professional services, including but not limited to architectural, engineering, design, medical, consulting, or similar professional services, the contractor shall provide evidence of Professional Liability (Errors and Omissions) insurance. The minimum limit of Professional Liability insurance shall be: $500,000 per occurrence. 7. CERTIFICATES OF INSURANCE All insurance coverages and required bonds shall be provided by insurance companies licensed and admitted to do business in the State of Michigan. Proper Certificates of Insurance and all required endorsements and bonds shall be provided to the City of Norton Shores prior to commencement of any work. The contractor shall not commence work until the City has received and approved all required evidence of insurance and bonding. The contractor shall be responsible for maintaining all required insurance and bonds for the duration of the contract and any applicable warranty or maintenance period. 8. BIDDER ACKNOWLEDGMENT By submitting a bid, the bidder acknowledges that it has reviewed and understands the insurance and bonding requirements contained in this Request for Bids and agrees to obtain and maintain all required coverage if awarded the contract. Failure to provide the required insurance, endorsements, certificates, or bonds may result in the bidder being deemed non-responsive or may constitute grounds for termination of the contract. The City of Norton Shores reserves the right to require additional insurance coverage or higher limits when warranted by the nature, scope, or risk associated with a particular project. VIII. GENERAL TERMS • In the best interest of The City of Norton Shores we reserve the right to accept or reject any and all bids. • No city or departmental purchasing policy citations are required for this RFB. • Submission of a bid does not guarantee the award of the project.