Electronic Security System Upgrade

TOWN OF NARRAGANSETT
REQUEST FOR BIDS:
ELECTRONIC SECURITY SYSTEM UPGRADE -
INFORMATION TECHNOLOGY
Susan W. Gallagher, Purchasing Manager
Daniel Holland, Director of Information Technology
Eric Grist, Security Consultant
Bid Opening (Due Date): Wednesday, May 27, 2026 at 11:00 AM
VENDOR NAME SUBMITTING BID: __________________________________

INVITATION TO BID
Separate sealed bids will be received by the TOWN OF NARRAGANSETT, RHODE
ISLAND for ELECTRONIC SECURITY SYSTEM UPGRADE on or before 11:00 AM on
Wednesday, May 27, 2026 at the office of the Purchasing Manager, 25 Fifth Avenue,
Narragansett, RI and at that time will be opened and read in public.
Specifications may be obtained at the Purchasing Office, 25 Fifth Avenue, Narragansett,
Rhode Island between the hours of 8:30 a.m. and 4:30 p.m. Monday through Friday
and are available on the Town of Narragansett website, www.narragansettri.gov.
All bids must be submitted on the bid form provided, in duplicate and clearly marked:
(Sealed Bid)
ELECTRONIC SECURITY SYSTEM UPGRADE
Bids must be enclosed in an opaque envelope addressed to "Purchasing Manager, Town
Hall, 25 Fifth Avenue, Narragansett, RI 02882-3699", bearing the name and address of
the bidder.
Bid Security, in the form identified within the Standard Instructions to Bidders, and in the
amount of five (5) percent of the total Bid amount, must accompany each Bid.
The successful Bidder must furnish a Performance Bond and a Labor and Material Pay-
ment Bond, in the specific formats as attached herein, both for the full value of the Bid
Price, along with all required insurance certificates, within fifteen (15) calendar days after
the award date in order to execute a Contract.
A MANDATORY pre-bid meeting has been scheduled for Wednesday, May 6, 2026 at
11:00 AM at Town Hall, Large Board Room (2nd Floor), 25 Fifth Avenue, Narragansett,
RI.
No bidder may withdraw his/her bid within ninety (90) days after the scheduled closing
time for receipt of bid.
The Town of Narragansett reserves the right to reject any/all bids, waive any informalities
in the bids received and to accept and award the bid to the lowest qualified bid deemed
most favorable to the interest of the Town of Narragansett.
Individuals requesting interpreter services for the hearing impaired must notify the Fi-
nance Department (401) 782-0644 three business days prior to the bid opening.
Susan W. Gallagher
Purchasing Manager
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STANDARD INSTRUCTIONS TO BIDDERS
DEPARTMENT OF FINANCE-PURCHASING DIVISION
TOWN OF NARRAGANSETT, RHODE ISLAND
THESE INSTRUCTIONS ARE STANDARD FOR ALL PROPOSALS ISSUED BY THE
PURCHASING DIVISION AND MAY BE DELETED OR MODIFIED BY INDICATING
SUCH CHANGE BY "SPECIAL INSTRUCTIONS TO BIDDERS."
1. Receipt and Opening of Proposal
Sealed proposals (bids) will be accepted in the office of the Purchasing Manager,
Town of Narragansett, RI until the time indicated on the advertisement for bids, for
the commodities, equipment or services designated in the specifications and will
then be publicly opened and read.
2. Form of Bid
Proposal must be submitted on and in accordance with the forms attached hereto,
blank places must be filled in as noted, no change shall be made in the phraseol-
ogy of the proposal or in the item or items mentioned therein, must contain the
name and proper address of the bidding firm, and must be signed by a responsible
member of the firm with his/her signature and official title. Proposals that are not
complete, or contain any omissions, erasures, alterations, additions or contain ir-
regularities of any kind, may be rejected.
3. Submission of Bids
a. Envelopes containing bids must be sealed and addressed to the office of the
Purchasing Manager, Town Hall, Narragansett, RI 02882 and must be marked
with the name and address of bidder, date and hour of opening, and name of
bid.
b. The Purchasing Manager will decide when the specified time has arrived to
open bids, and no bid received thereafter will be considered.
c. Any bidder may withdraw his/her bid by written request at any time prior to the
advertised time for opening. Telephonic bids, amendments, or withdrawals will
not be accepted.
d. Unless otherwise specified, no bid may be withdrawn for a period of ninety (90)
days from the date of bid opening.
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e. Negligence on the part of the bidder in preparing the bid confers no rights for
the withdrawal of the bid after it has been opened.
f. Proposals received prior to the opening time will be securely kept unopened.
No responsibility will attach to an officer or person for the premature opening of
a proposal not properly addressed and identified.
g. All bids or proposals that exceed $500,000 must include an additional copy
(beyond the number of copies specified in the Invitation to Bid, Bid Form, or
elsewhere within these Contract Documents), submitted by the Bidder, which
will be made available for public inspection pursuant to RIGL 37-2-18(j).
4. Prices
Bidders shall state the proposed price in the manner designated in the Bid Pro-
posal Form. In the event that there is a discrepancy between the unit prices and
the extended totals, the unit prices shall govern. In the event there is a discrepancy
between the price written in words and written in figures, the prices written in words
shall govern.
5. Terms
Cash discounts offered will be considered in determining awards. The discount
period shall be computed from the date of delivery or from the correct invoice as
received by Town Treasurer, whichever date is later. The date of delivery shall be
construed to mean the date on which bid item is determined to meet the specifica-
tions and is therefore acceptable. Discounts for a period less than thirty (30) days
may not be considered.
6. Rhode Island Sales Tax
The Town is exempt from the payment of R.I. Sales Tax under the 1956 General
Laws of the State of Rhode Island, 44-18-30 Paragraph 1, as amended.
7. Federal Excise Taxes
The Town is exempt from the payment of any excise or federal transportation
taxes. The price bid must be exclusive of taxes and will be so construed.
8. "Or Equal" Bidding
When the name of a manufacturer, a brand name, or manufacturer's catalogue
number is issued as the bid standard in describing an item followed by "Or Equal"
this description is used to indicate quality, performance and other essential char-
acteristics of the article required.
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If bidding on other than the make, model, brand or sample specified, but equal
thereto, bidder must so state by giving the manufacturer's name, catalogue num-
ber and any other information necessary to prove that the intended substitution of
a commodity is equal in all essential respects to the bid standard. Bidder must
prove to the satisfaction of the Town Manager or by person or persons designated
by him, that his/her designated substitute is equal to the bid standard: otherwise,
his/her bid will be declared "No Bid" insofar as the item in question is concerned.
9. Award and Contract
Unless otherwise specified, the Town reserves the right to make award by item or
items, or by total, as may be in the best interest of the Town. A written award (or
acceptance of bid) mailed (or otherwise furnished) to the successful bidder fol-
lowed by a Town Purchase Order shall, unless otherwise specified, be deemed to
result in a binding contract without further action by either party.
10. Delivery
All prices must be on the basis of F.O.B. Delivery Point Narragansett, Rhode Is-
land. The bid prices must include delivery and shipping to the Town. No additional
shipping, handling, or fuel surcharge costs will be honored by the Town. Deliveries
must consist only of new merchandise or equipment (unless otherwise specified)
and shall be made between 8:30 a.m. and 3:00 p.m., Monday through Friday. No
delivery shall become due or be acceptable without a written Purchase Order is-
sued by the Town Purchasing Manager.
11. Equal Employment Opportunity Policy Statement
For the purposes of this Policy, the term "vendor" shall mean any and all individu-
als, companies, corporations, and business entities that provide goods or ser-
vices to the Town of Narragansett pursuant to any and all relevant and appropri-
ate Federal, State, and local purchasing rules, regulations, and procedures.
The Town of Narragansett is committed to the general policy and principle of Equal
Employment Opportunity in terms of retaining vendors to provide the Town with
goods and services necessary for routine and emergency operations. The Town
will not discriminate against vendors as entities, or individual employees thereof
on any legally-recognized basis included, but not limited to, race, age, color, reli-
gion, sex, marital status, national origin, physical or mental disability, Veteran's
status, pregnancy, sexual orientation, genetic conditions, predisposition to certain
diseases, or ancestry, except where a bona fide occupational qualification exists.
12. Towns Right to Reject
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The Town reserves the right to reject any and all proposals, to waive any informal-
ity in the proposals received and to accept the proposal deemed to be most favor-
able to the best interests of the Town.
13. Bond\Surety
Contractor awarded a contract with a contract price in excess of fifty thousand
dollars ($50,000) (or as may be amended under RIGL) for construction, buildings
or public works is to file with the proper authority good and sufficient bond with
surety furnished by any surety company authorized to do business in the State of
Rhode island and in accordance with Chapters 37-12 and 37-13 of the General
Laws of Rhode Island entitled "Contractors' Bonds", and "Labor and Payment of
Debts by Contractors". The Contractor shall comply with all provisions of Chapters
37-12 and 37-13 of the RIGL, as may be amended.
14. Insurance
The CONTRACTOR shall provide the following insurances in accordance with the
General Conditions:
A. Worker's Compensation Insurance
The CONTRACTOR shall always maintain in full force Workers' Compen-
sation for all labor employed on the project. Workers' Compensation cov-
erage must meet the statutory obligations of the State and Employer's Lia-
bility insurance in the amount of $500,000 each policy, $500,000 each ac-
cident and disease. Contractor shall supply evidence of the same to the
Town of Narragansett.
Unless otherwise amended by law, Worker's Compensation Insurance is
not required for sole proprietorship. If the CONTRACTOR or any of the sub-
contractors to be employed on the project is\are sole proprietorships, that
status shall be noted within the bid submitted by the CONTRACTOR.
B. Contractor's Commercial General Liability Insurance
The CONTRACTOR shall carry Commercial General Liability Insurance
(CGL) with broad form of Contractual General Liability Endorsement at-
tached, providing for a per occurrence limit of liability of not less than One
Million Dollars ($1,000,000) for all damages arising out of bodily injury or
property damage. If CONTRACTOR'S CGL policy is subject to an Annual
Aggregate, said Aggregate must be in multiples of the per occurrence limit
of liability. The Contractor will provide evidence of its General Liability pol-
icy to the Town of Narragansett and name the Town of Narragansett as an
Additional Insured to the policy.
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C. Professional Liability Insurance
The CONTRACTOR shall carry and maintain an insurance policy written in
the name of the OWNER, its employees, servants and Managers, and ex-
tended to include the interests of the Engineer, its employees, and Manag-
ers; to protect the OWNER and the Engineer from any liability which might
be incurred against them as a result of any operations of the
CONTRACTOR or his/her subcontractors, or their employees. Such insur-
ance shall provide for a limit of not less than One Million Dollars
($1,000,000) for all damages arising out of bodily injury and/or property
damage. If Contractor's Professional Liability policy is subject to an Annual
Aggregate, said Aggregate must be in multiples of the per occurrence limit
of liability. The contract will provide evidence of its Professional Liability pol-
icy to the Town of Narragansett. The Contractor will provide evidence of its
Professional Liability policy to the Town of Narragansett
D. Comprehensive Automobile Liability and Property Damage Insurance
The CONTRACTOR shall carry and maintain in full force at all times during
the engagement Comprehensive Automobile Liability Insurance covering all
owned vehicles, hired vehicles, or non-owned vehicles in the amount of not
less than One Million Dollars ($1,000,000) per occurrence for all damages
arising out of bodily injury and/or property damage. The Contractor will pro-
vide evidence of its auto liability policy to the Town of Narragansett and
name the Town of Narragansett as an Additional Insured to the policy.
E. Insurance Covering Special Hazards
Special hazards shall be covered by rider or riders to the Commercial Gen-
eral Liability insurance policy or policies hereinabove required to be fur-
nished by the CONTRACTOR, or by separate policies of insurance as fol-
lows:
1. Property Damage Liability arising out of the collapse of, or structural
injury to any building or structure due to excavation (including bor-
rowing, filling, or backfilling in connection therewith), tunneling, pile
driving, cofferdam work, or caisson work; or to moving, shoring, un-
derpinning, razing, or demolition of any building or structure, or re-
moval or rebuilding of any structural support thereof.
2. Property Damage Liability for injury to or destruction of property aris-
ing directly or indirectly from blasting or explosions, however caused,
other than pressure, prime movers, machinery or power-transmitting
equipment.
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3. Property Damage Liability for injury or destruction of wires, conduits,
pipes, mains, sewers, or other similar property or any apparatus in
connection therewith, below the surface of the ground, arising from
and during the use of mechanical equipment for the purpose of ex-
cavating or drilling within the Project limits; injury to or destruction of
property at any time resulting therefrom.
4. The Contractor will maintain in full force and at all times during this
engagement the insurance covering special hazards with a limit of
liability in the amount of One Million Dollars ($1,000,000) per occur-
rence for all damages arising out of bodily injury and/or property
damage. If the Contractor's Special hazards insurance policy is sub-
ject to an Annual Aggregate, said Aggregate must be in multiples of
the per occurrence limit of liability. Evidence of the Contractor's spe-
cial hazards insurance policy or Endorsement of such special hazard
coverage to the Commercial General Liability policy must be pro-
vided to the Town of Narragansett and name the Town of Narragan-
sett as an Additional Insured to the policy.
5. The CONTRACTOR shall require similar insurance in such amounts
to be taken out and maintained by each subcontractor.
F. Builders Risk Insurance
Prior to the commencement of the project work, the CONTRACTOR shall
carry and maintain BUILDERS' RISK INSURANCE against loss by fire,
lightning, windstorm, hurricane, cyclone, tornado, hail, explosion, riot, riot
attending strike, aircraft, smoke and vehicle damage, vandalism, and mali-
cious mischief upon all Work in place and all material stored at the building
site, whether or not covered by partial payments made by the OWNER.
This insurance shall be in an amount equal to 100 percent (100%) of the
insurable portion of the Project and shall be for the benefit of the OWNER,
the CONTRACTOR, and each subcontractor, as their interest may respec-
tively appear.
If there are any existing, adjacent or adjoining structures presently used by
the OWNER, the risk of the existing adjacent or adjoining structures will be
borne by the OWNER.
Evidence of the Contractor's Builders' Risk insurance must be provided to
the Town of Narragansett before the commencement of the engagement.
G. Sub-Contractor(s) Insurance
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The CONTRACTOR shall provide satisfactory evidence of similar insurance
(each category as noted above) from each sub-contractor to be employed
on the project.
15. Labor Regulations
The following paragraphs regarding nondiscrimination in employment shall be in-
cluded and become part of these Specifications:
A. The Contract for Work under this proposal will obligate the contractor and
subcontractors not to discriminate in employment practices and conform
with Executive Order No. 11246.
B. Bidders must, if required, submit a compliance report concerning their em-
ployment practices and policies in order to maintain their eligibility to re-
ceive award of the Contract.
C. Successful bidders must, if required, submit a list of all subcontractors
who will perform Work on the Project, and written signed statements from
authorized Managers of labor pools with which they will or may deal with
for employees on the Work, together with any information to the effect that
such labor pools practices or policies are in conformity with Executive Or-
der No. 11246; that they will affirmatively cooperate in or offer no hin-
drance to the recruitment, employment, and equal treatment of employ-
ment, and equal treatment of employees seeking employment and per-
forming Work under this Contract; or a certification as to when such Man-
agers or labor pools have failed or refused to furnish them, prior to award
of the Contract.
16. Wage Rates
Attention of the bidders is particularly called to the requirements as to conditions
of employment to be observed and minimum wage rates to be paid under the Con-
tract. In conformity with the provisions of Chapter 13 of Title 37, General Laws,
Rhode Island, 1956, as amended, the minimum wages for a day's work paid to all
employees shall be not less than the customary and prevailing rate of wages for a
day's work in the locality where the work is undertaken. Such a schedule of wages
has been established on a minimum hourly basis and is in file in the office of the
State Department of Labor. The Contractor shall comply with all provisions of
Chapter 37-13 of the RIGL, as may be amended. Particular attention is called to
Chapter 37-13-13, relative to posting and providing certified payroll records. For
additional information, refer to the State of Rhode Island and Providence Planta-
tions Division of Professional Regulations "Rules and Regulations Relating to Pre-
vailing Wages".
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17. Bid Security
Bidders are required to furnish with the Bid Proposal, Bid Security in the amount
of five (5) percent of the total Bid Price in the form of a certified check, money
order, or in the form attached herein, made payable to the Town of Narragansett.
Bid Security of unsuccessful Bidders will be returned within a reasonable time after
the award of Bid. Bid Security of the successful Bidder will be retained until the
execution of a Contract with the Town or forfeited to the Town as liquidated dam-
ages upon failure to execute a Contract according to the Bid Documents.
18. Licenses and Certifications
At the time of award, the CONTRACTOR and all of his\her sub-contractors shall
possess and provide evidence of all licenses, trade certifications, trade registra-
tions, etc. pertaining to the requirements of the project.
19. Smoke-Free Property
Per Town Council adopted Ordinance, all Town properties are smoke-free, and
smoking is prohibited accordingly. This applies to employees of the Town and all
contractors, vendors, suppliers, guests, etc. All contractors are required and in-
structed to notify their employees and subcontractors of this law.
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