Direct all inquiries to:
GUILFORD COUNTY SCHOOLS
Request for Proposals
ACCESS CONTROL – PHASE 9
501 W. Washington Street
Greensboro, NC 27401
Request for Proposals: ACCESS CONTROL-
Bid due date: May 18, 2021 by 2:00 PM EDT
Commodity: Access Control Solutions
NOTICE TO BIDDERS
Bids, subject to the conditions made a part hereof, will be received by email only, until 2:00 PM EDT on the
day of opening for furnishing and delivering the commodity as described herein. Bids submitted via facsimile
(FAX) machine or mail delivery in response to this Invitation for Bid will not be accepted.
In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned
Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set
opposite each item within the time specified herein. By executing this bid, the undersigned Vendor certifies that
this bid is submitted competitively and without collusion (G.S. 143-54), that none of its officers, directors, or
owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General
Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that it is not
an ineligible Vendor as set forth in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by executing
this bid, the undersigned certifies to the best of Vendor’s knowledge and belief, that it and its principals are not
presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from
covered transactions by any Federal or State department or agency. As required by G.S. 143-48.5, the
undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this
RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the
requirement for each employer with more than 25 employees in North Carolina to verify the work authorization
of its employees through the federal E-Verify system.
Failure to execute/sign bid prior to submittal shall render bid invalid and it WILL BE REJECTED. Late
bids will not be accepted.
CITY & STATE & ZIP:
FEDERAL ID OR SOCIAL
TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: TITLE
Offer valid for 60 days from date of bid opening, unless otherwise stated. After this time, any withdrawal of offer
shall be made in writing, effective upon receipt by the agency issuing this RFP.
1.0 PURPOSE AND BACKGROUND
Guilford County Schools (GCS) is seeking proposals from qualified access control contractors, herein referred
to as “Contractor” capable of providing all necessary hardware, software, and equipment to install a turn key
access control system that is compatible with the district’s current access control system, panels, keypads, fobs
to effectively monitor Guilford County Schools district‐wide access control project.
2.0 GENERAL INFORMATION
This RFP is comprised of the base bid document, any attachments, and any addenda released before contract
award. All attachments and addenda released for this RFP in advance of any Contract award are incorporated
herein by reference. Bids shall be submitted in accordance with the terms and conditions of this RFP and any
addenda issued hereto.
Guilford County Schools is NOT tax-exempt. Unless otherwise indicated, tax must be computed and added to
your bid. Any itemized shipping charges are also subject to tax. When invoiced, tax should be invoiced as a
separate line item.
MINORITY AND WOMEN OWNED BUSINESS ENTERPRISE (MWBE)
The Board of Education awards public contracts without regard to race, religion, color, creed, national origin,
sex, age or handicapped condition as defined by North Carolina General Statutes, 168A-3. GCS Board of
Education promotes full and equal access to business opportunities with Guilford County Schools. Minority
businesses are encouraged to submit bids for this project. All vendors shall have a fair and reasonable
opportunity to participate in GCS business opportunities.
Certificate of Insurance
Each vendor shall furnish GCS a certificate of insurance showing that the required workmen's compensation
and public liability insurance are carried by the Contractor. The certificate of insurance should show that it is
issued to or at the request of the Guilford County Board of Education, Greensboro, North Carolina. All
insurance carriers shall be licensed to do business in North Carolina or approved to issue insurance coverage
by the Commission of Insurance of North Carolina.
The certificate of insurance shall include substantially the following provision: The insurance policies to which this
certificate refers shall not be altered or canceled until after ten (10) days' written notice of such cancellation or
alteration has been sent by certified mail to the Guilford County Board of Education, Greensboro, North Carolina.
Public Liability Insurance
The vendor shall maintain public liability insurance covering his liability for bodily injury and property damage
which may arise from his operations, contractual obligations, products and completed operations, as well as
operations performed by independent contractors, in not less than the following amounts:
1.A combined single limit (CSL) of $1,000,000 each occurrence, or
2.A $1,000,000 limit for Bodily Injury Liability, and $1,000,000 limit for Property Damage
An occurrence form of policy will be required, and the certificate of insurance submitted by the Contractor must be
personally signed by a resident licensed agent of each of the companies listed on that form.
Worker's Compensation Insurance
The Contractor shall maintain during the life of his contract all such workmen's compensation insurance as is
or may be required by the laws of North Carolina.
Terms and Conditions
It shall be the vendor’s responsibility to read the instructions, terms and conditions, all relevant exhibits and
attachments, and any other components made a part of this RFP and comply with all requirements and
specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other
changes that may be issued relating to this RFP.
All bidders are hereby notified that they must have the proper license as required under the North Carolina
laws. The award of a contract under this solicitation may be paid with federal funding. Funding is contingent
upon compliance with all terms and conditions of funding award. All prospective contractors shall comply with
all applicable federal laws, regulations, executive orders, FEMA requirements and the terms and conditions of
the funding award. In addition, contractors providing submittals shall be responsible for complying with state
law and local ordinances.
3.0 SPECIFIC INFORMATION
An Access Control – Phase 9 MANDATORY pre-bid meeting via a Building Walkthrough / Floor Plan Review
will be held on Tuesday, May 11, 2021 at 9:00 AM starting at Eastern Middle School 435 Peeden Dr. Gibsonville
NC 27249. The meeting/site review will begin at 9AM. Copies of unscaled prints for each building will be
distributed per request to Paul Teasley at email@example.com. The successful contractor shall be responsible
for confirming the existing environment to ensure conformity and completeness of any proposed systems.
Onsite building assessments will be conducted only on this date.
Upon review of the RFP documents and site reviews, vendors may have questions to clarify or interpret the
RFP to submit the best bid possible. To accommodate the bid questions process, vendors shall submit any
such questions no later than 5:00 pm Thursday, May 13, 2021 to firstname.lastname@example.org.
Written questions shall be emailed to email@example.com the date and time specified above. Vendors
will enter “RFP # 6317 – Questions” as the subject for the email.
Question submittals will include a reference to the applicable RFP section and be submitted in a format shown
RFP Section, Page Number
The addendum with the questions and answers will be posted on Friday, May 14, 2021 on the GCS website
click Purchasing then Bid Solicitation on left RFP# 6317 will be where the PDF’s are located.
Questions received prior to the submission deadline date, GCS’s response, and any additional terms deemed
necessary by GCS will be posted in the form of an addendum. No information, instruction or advice provided
orally or informally by any GCS personnel, whether made in response to a question or otherwise regarding this
RFP, shall be considered authoritative or binding. Vendors shall be entitled to rely only on written material
contained in an addendum to this RFP.
Bids will be received only by email to firstname.lastname@example.org by 2PM EDT on May 18, 2021.
Attempts to submit a bid via facsimile (FAX) machine, telephone or mail delivery means in response to this
Request for Proposals will not be accepted.
1.1 Potential Partner’s Proposal must adhere to the instructions and format requirements outlined in this
RFP and any written supplements or amendments issued by GCS.
1.2 Potential Partner’s Proposal must be signed by a person authorized to legally bind the Potential
1.3 Potential Partner’s Proposal shall contain a statement that the Proposal and the pricing contained
therein will remain valid for a period of 1 year from the date and time of the Proposal submission.
1.4 Failure to adhere to the instructions and/or format requirements or to respond to any question(s) may
result in the response being disqualified as non-responsive or receiving a reduced evaluation.
1.5 GCS has sole discretion to determine whether a variance from the RFP requirements should result in
either disqualification or reduction in evaluation.
1.6 GCS seeks detailed, yet succinct, responses that demonstrate the Potential Partner’s experience and
ability to perform the requirements of this RFP.
A. Withdrawal, A Potential Partner may withdraw their proposal in writing prior to opening of
B. After closing, proposal is irrevocable for ninety (90) days after the opening of proposals.
2.1 Vendor Information and History
2.2 Services and implementations
2.2.1 List of company capabilities
2.2.2 Experience in access control installation
2.3 Client Examples (similar in scope and size to GCS)
2.4 Technical Documentation
2.4.1 Responses to section 7.0
2.4.2 Respond with information in the same order and heads as in sections
2.5.1 Itemized costs per unit per school site (for a turnkey solution)
2.5.2 Summary sheet outlining overall cost
220.127.116.11 Overall cost should be broken down by unit
3.1. Proposal shall be single-spaced with 1” margins on white 8 ½” x 11” paper using a font no smaller
than 12-point Times New Roman.
3.2. All pages shall be numbered consecutively beginning with number 1 on the first page of the
narrative (this does not include the cover page or table of contents pages) through to the end,
including all forms and attachments.
Potential Partner’s name shall appear on every page, including attachments.
3.3 Each attachment shall reference the Section and Number to which it corresponds.
3.3.1 Potential Partner shall be concise and respond to each requirement in all sections. Number
each response to correspond to the Section, Part, and sub-part. Repeat the Section, Part, and sub-
section prior to responding.
3.4 Each Section, Part, and sub-section shall contain an answer. At a minimum the answer should be
“(Potential Partner) agrees to this requirement.”
3.5 Include any forms provided in the RFP package or reproduce those forms as closely as possible.
3.6 It is the responsibility of the Potential Partner to include all information requested at the time of
submission. Failure to provide information requested may, at the discretion of GCS, result in a lower
scoring or the proposal being disqualified.
3.7 All information shall be presented in the same order and format as described.
Bids will not be accepted by mail, fax or delivery.