Electronic Key Management System

Agency:	City of Laconia
State:	New Hampshire
Type of Government:	State & Local
NAICS Category:	541512 - Computer Systems Design Services 541519 - Other Computer Related Services
Posted Date:	Apr 1, 2024
Due Date:	Apr 15, 2024
Solicitation No:	24-04-03
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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THE CITY OF LACONIA

NEW HAMPSHIRE

REQUEST FOR BIDS

BID No. 24-04-03

Police – Electronic Key Management System

Due 2:15PM – April 15, 2024

City of Laconia

Purchasing Office

45 Beacon Street East

Laconia, NH 03246

Date:

Bid#:

Bid Due Date:

Bid Due By (Opening):

03/29/2024

24-04-03

04/15/2024

2:15pm

Please direct any questions regarding this Bid Conditions to: Gina Roy at 603-524-3877 or by email to groy@laconianh.gov

BID INVITATION FOR: Police – Electronic Key Management System

Unless specifically amended or deleted, by the Purchasing Office, the following General Terms and Conditions apply to this Bid and any resulting

Purchase Order or Contract.

GENERAL TERMS AND CONITIONS:

BIDS. Bids must be received at the Purchasing Office before the date

and time specified for the opening. Bids must be submitted on this

bid form or exact copies and must be typed or clearly printed in ink.

Corrections must be initialed. Bids are to be made less Federal Excise

Tax and no charge for handling unless required by law. Bids will be

made available to the public after the time of award. Bid results will

be given by mail only if requested in writing and accompanied by a

self addressed, stamped business size envelope.

SPECIFICATIONS. Vendors must submit on items as specified.

Any changes in specifications must be noted on the “Specifications

Exception Form”. Vendors shall be notified in writing if any changes

to the specifications are made.

PERSONAL LIABILITY. The responding vendor agrees that in the

preparation of this bid or the execution of any resulting contract or

order, representatives of the City of Laconia shall incur no liability of

any kind.

PROOF OF COMPLIANCE. The responding vendor may be

required to supply proof of compliance with bid/proposal

specifications. When requested, the responding vendor must

immediately supply the Purchasing Office with certified test results

or certificates of compliance. Where none are available, the City of

Laconia may require independent laboratory testing. All costs for

such testing, certified test results or certificates of compliance shall

be the responsibility of the responding vendor.

AWARD. The award will be made to the responsible vendor

submitting a conforming Bid meeting specifications at the lowest cost

unless other criteria are noted in the Request for Bid. Unless

otherwise noted, the award may be made by individual items. If there

is a discrepancy between the unit price and the extension, the unit

price will prevail. When identical low bids are received the award

will be made to the local vendor. If identical low bids are received by

local vendors, or non-local vendors, the award will be determined by

the toss of a coin. Discounts will not be considered in making award

but may be offered on the invoice for earlier payment and will be

applicable on the date of completion of delivery or receipt of invoice,

whichever is later.

ASSIGNMENT PROVISION. The responding vendor hereby

agrees to assign all causes of action that it may acquire under the

antitrust laws of New Hampshire and the United States as the result

of conspiracies, combinations, or contracts in restraint of trade which

materially affect the price of goods or services obtained by the city

under this contract if so requested by the City of Laconia.

FORM OF CONTRACT. The terms and conditions set forth in any

additional Terms and Conditions by the Purchasing Office are part of

the bid and will apply to any contract awarded to the responding

vendor unless specific exceptions are taken and accepted and will

prevail over any contrary provisions in Terms and Conditions

submitted by the responding vendor.

OFFER. The undersigned hereby offers to sell to the City of Laconia

the commodities or services indicated in the following page(s) of this

Bid at the price(s) quoted in complete accordance with all conditions

of this Bid.

Company Name: ____________________________________

Address: ___________________________________________

____________________________________________

Phone#: ____________________E-mail#: ________________

CITY’S OPTIONS. The City of Laconia reserves the right to reject

or accept all or any part of any bid, to determine what constitutes a

conforming bid, to award the bid solely as it deems to be in the best

interest of the City, and to waive irregularities that it considers not

material to the bid.

PUBLIC INFORMATION. The responding vendor hereby

acknowledges that all information relating to this bid and any

resulting order (including but not limited to fees, contracts,

agreements, and prices) are subject to the laws of the State of New

Hampshire regarding public information.

Authorized Signature: ________________________________

Printed Name: ______________________________________

This document must be signed by a person who is authorized to

legally obligate the responding vendor. A signature on this document

indicates that all City of Laconia terms and conditions are accepted

by the responding vendor and that any and all other terms and

conditions submitted by the responding vendor are null and void,

even if such terms and conditions have terminology to the contrary.

The responding vendor shall also be subject to City of Laconia

contract and purchase order terms and conditions.

CITY OF LACONIA

REQUEST FOR BIDS

BID No. 24-04-03

POLICE – ELECTRONIC KEY MANAGEMENT SYSTEM

The City of Laconia is requesting bids for an electronic key control system to include all needed

hardware, software, and other accessories.

Detailed specifications are listed under the general specifications section of this bid request.

Bids clearly marked “Electronic Key Management” will be received until 2:15PM April 15,

2024, at the City of Laconia’s Purchasing Office, 45 Beacon Street East, Laconia, NH 03246 at

which time and place bids will be publicly opened and read aloud.

The City of Laconia reserves the right to accept or reject any and all bids or any part thereof, to

waive any formality in the bidding process and to accept the bid considered to be in the best

interest of the City. Failure to submit all information called for may be sufficient grounds for

disqualification. The City reserves the right to cancel this bid request at any time for any reason.

General Specifications

• Modular cabinet with clear door designed to hold a minimum of 64 keys/key fobs (ability

to expand number of keys held in the cabinet) with wall mount bracket and power supply.

• 64 single key modules with 64 lifetime warrantied key fobs and 64 25mm key rings.

• 1-RFID key fob reader

• 1-RFID card reader for reading users existing access cards for access to cabinet and keys.

• Web Based Network Software for monitoring and administration of key depot and system

user.

• Onsight installation and training.

The use of brand name or equal specifications shall not be intended to limit or restrict

competition but shall be for descriptive purposes only.

Preparation of Bids

1) Bids shall be submitted on the forms provided and must be signed by the bidder or his

authorized representative.

2) Total price will include delivery of the product, all accessories and delivered to the

Laconia Police Department, 126 New Salem Street, Laconia, NH 03246.

Questions regarding this bid may be directed to:

Gina Roy

Purchasing Specialist

603-524-3877 ext. 151

groy@laconianh.gov

POLICE-ELECTRONIC KEY MANAGEMENT SYSTEM

BID SHEET

BID No. 24-04-03

ELECTRONIC KEY MANAGEMENT SYSTEM MEETING THE FOLLOWING CRITERIA

1. Modular cabinet with clear door to hold a minimum of 64 keys/key fobs (ability to

expand number of keys held in the cabinet) with wall mount bracket and power supply.

$ ________________

2. 64 single key modules with 64 lifetime warrantied key fobs and 64 25mm key rings.

$ ________________

3. 1-RFID key fob reader

$ ________________

4. 1-RFID card reader for reading users existing access cards for access to cabinet and keys.

$ ________________

5. Web Based Network Software for monitoring and administration of key depot and system

users.

$ ________________

6. Onsite installation and training.

$ ________________

Total

$________________

TOTAL BID PRICE WITH ALL OPTIONS LISTED, DELIVERED TO THE LACONIA POLICE DEPARTMENT

CITY OF LACONIA, NEW HAMPSHIRE

SPECIFICATIONS EXCEPTIONS FORM

In the interest of fairness and sound business practice, it is mandatory that you state any

exceptions taken by you in our specifications.

It should not be the responsibility of the City of Laconia to interpret information concerning the

materials which you intend to provide.

If your bid/quotation does not meet al of our specifications, you must state so in the space

provided below:

____________________________________________________________________________________________

Bids on equipment, vehicles, supplies, services, and materials not meeting specifications may be

considered by the City, however all deviations must be listed above.

If your bid does not meet our specifications, and your exceptions are not listed above, the City of

Laconica may claim forfeiture of your bid bond if submitted.

I DO meet specifications Signed: __________________________________________Date: ______________

I DO NOT meet specifications Signed: ______________________________________Date: _____________

YOUR BID MAY BE REJECTED IF YOU DO NOT SIGN AND SUBMIT THIS PAGE

Electronic Key Management System

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See Also

Bid Number:	24-04-03
Bid Title:	Electronic Key Management System
Category:	Bids, RFP's and RFQ's
Status:	Open