#06-05.26 - 5 Year Maintenance Contract - Cameras and Access Control

Invitation to Bid
Project #06-05.26
5 Year Maintenance Contract - Cameras and Access Control
Included documents:
CONTRACT REQUIREMENTS.pdf
5-7-26 Working Monroe PhySec_Closeout Documentation Access Control
MONROE COUNTY COMMUNITY COLLEGE
REQUEST FOR PROPOSAL
PROJECT #06-04.26 - 5 Year Maintenance Contract - Cameras and Access Control
1

Monroe County Community College (the College) is accepting sealed bids for a 5 Year
Maintenance Contract for Cameras and Access Control at 1555 S. Raisinville Rd. Monroe, MI
48161 and MCCC Bedford Whitman Center located at 7777 Lewis Ave. Temperance, MI 48182
in accordance with the accompanying specifications.
BID SCHEDULE
Publication of Bid: 5/19/2026
Posted on http://www.monroeccc.edu/rfp
Mandatory Walk-Through: 6/1/2026 at 10am EST
Monroe County Community College
1555 S. Raisinville Rd.
Monroe, MI 48161
(Meet in Student Services Center Building S Safety Services Office)
Bids Due: 6/9/2026 at 2:30pm EST
Monroe County Community College
1555 S. Raisinville Rd.
Monroe, MI 48161
(Student Services Center Building S Room S-153)
Bids will be accepted by:
Attn: Kelly Heinzerling - "5 Year Maintenance Contract for Cameras and Access Control"
Monroe County Community College
1555 S. Raisinville Rd.
Monroe, MI 48161
INSTRUCTIONS TO BIDDERS: Bids must be made in accordance with the instructions
contained herein.
Any questions concerning this bid may be directed to the following contacts:
For Bid Procedure contact: Kelly Heinzerling, 734-384-4275, kheinzerling@monroeccc.edu
Bids will be received and publicly read aloud in Room S-153 of the Warrick Student Services
Center Building S, Monroe County Community College, 1555 S. Raisinville Rd., Monroe, MI
48161, on 6/9/2026 at 2:30pm EST.
MONROE COUNTY COMMUNITY COLLEGE
REQUEST FOR PROPOSAL
PROJECT #06-04.26 - 5 Year Maintenance Contract - Cameras and Access Control
2

Vendors may submit bid responses by 6/9/2026 at 2:30pm EST in any of the following ways:
One (1) electronic (flash drive/memory stick) mailed to the above address
One (1) original copy of the proposal mailed to the above address
Electronic submission to mcccrfpbid@monroeccc.edu
Bids received after 6/9/2026 at 2:30pm EST will not be accepted and will be returned unopened.
Faxed bids will not be accepted.
Notice of award will be communicated via email.
The College reserves the right to reject any or all bids and to make selections which are in the
best interest of the College.
TAX EXEMPTION: The College is tax exempt and therefore all bid submissions or invoices for
goods or products furnished to the College should not include tax.
If you believe you are subject to Michigan sales or use tax on materials acquired by your company
for use in construction projects for the College, you must identify and include that in all bid
submissions or proposals submitted to the College, or the College will not be responsible for
payment or reimbursement of any such tax.
SIGNATURE ON BIDS: The College requires the signature on bid documents to be that of an
authorized representative of the bidding company and represents an understanding of the bidding
documents, instructions, and specifications.
AWARD CRITERIA: The evaluation of each response to the RFP will be based on its
demonstrated competence, compliance, format, organization and cost.
The purpose of the RFP is to identify those vendors that have the interest and capability to
supply Monroe County Community College with the objectives identified in the scope of work.
Award will be based on the lowest and best (most advantageous to the College) as determined by
consideration of:
1. Price offered
2. Quality of item offered
3. General reputation and performance capabilities of the bidder
4. Conformity with specifications herein
5. Delivery schedule
MONROE COUNTY COMMUNITY COLLEGE
REQUEST FOR PROPOSAL
PROJECT #06-04.26 - 5 Year Maintenance Contract - Cameras and Access Control
3

6. Location and availability of service and repair facilities and personnel
7. Suitability for intended use
FAMILIAL DISCLOSURE: All bidders must provide disclosure in compliance with MCL
380.1267 and attach this information to the bid.
IRAN ECONOMIC SANCTIONS ACT COMPLIANCE: All bidders must provide a sworn
and notarized statement in compliance with Iran Economic Sanctions Act, Michigan Public Act
No. 517 of 2012.
FORM W-9: All bidders must provide a current Form W-9 for the bidding organization and
attach this information to the bid.
STATE-FUNDED PROJECT PREVAILING WAGE REQUIREMENTS - EFFECTIVE
March 1, 2022: With the exception of lease build-outs, if a project greater than $50,000 involves
employing construction mechanics (e.g., asbestos, hazardous material handling, boilermaker,
carpenter, cement mason, electrician, office reconstruction and installation, laborer including
cleaning debris, scraping floors, or sweeping floors in construction areas, etc.) and is sponsored
or financed in whole or in part by State funds, state contractors must pay prevailing wage.
Additional information on the requirements of prevailing wage can be found on the Labor and
Economic Opportunity - Bureau of Employment Relations - Wage and Hour Division website.
1. The Contractor (and its Subcontractors) represents and warrants that it pays all mechanics
and laborers employed directly on the site of the work, unconditionally and at least once a
week, and without subsequent deduction or rebate on any account, the full amounts
accrued at time of payment, computed at wage rates not less than those stated in the
advertised specifications as prevailing wages based on locality, regardless of any
contractual relationship which may be alleged to exist between the Contractor or
subcontractor and the laborers and mechanics.
2. The Contractor represents and warrants that Contractor will post the scale of wages to be
paid in a prominent and easily accessible place at the site of the work.
PROPOSAL OPENING
Proposals are opened publicly at the date and time noted in the Project Schedule section of the
RFP. The College is not responsible for the pre-opening of, late opening of, or the failure to
open, an offer not properly addressed or identified. Proposal results can be requested using the
FOIA requirements located at https://www.monroeccc.edu/freedom-of-information-act.
MONROE COUNTY COMMUNITY COLLEGE
REQUEST FOR PROPOSAL
PROJECT #06-04.26 - 5 Year Maintenance Contract - Cameras and Access Control
4

EFFECTIVE PERIOD OF PROPOSALS
In order to allow for an adequate time for evaluation, approval, and award of a contract, the
College requires a proposal in response to this RFP to be valid and irrevocable for one hundred
and twenty (120) days after the proposal due date and time. Any firm who does not agree to this
condition shall specifically communicate such disagreement in its proposal to the College, along
with any proposed alternatives. The College may accept or reject such proposed alternatives
without further notification or explanation.
ALTERNATE OFFERS
Offers submitted as alternates, or on the basis of exceptions to specific conditions of purchase
and/or required specifications, must be submitted as an attachment referencing the specific
paragraph number(s) and adequately defining the alternate or exception submitted. Detailed
product brochures and/or technical literature, suitable for evaluation, must be submitted with the
offer. If no exceptions are taken, the College will expect and require complete compliance with
the specifications and all conditions of purchase.
INQUIRIES/QUESTIONS
Vendors may only submit questions via email or phone prior to the bid due date.
ADDENDA
Any change to the proposal will be in the form of a numbered addendum issued by the
Procurement Department. Any addendum will be communicated to the firms who submitted
proposals within accordance of the RFP criteria, posted on the College's webpage, and other
applicable websites. Other than official numbered addenda issued by the Procurement
Department, oral or written advice or instructions made by any employees, officers, contracted
consultants or agents of the College in regard to this RFP are not binding on the College. The
College will not be responsible for firms adjusting their offer based on oral or written
instructions.
WITHDRAWAL
Proposals may be withdrawn until the date and time of proposal opening. Proposals may not be
withdrawn for one hundred twenty (120) days after proposal opening.
CANCELLATION
The College may cancel an RFP in whole or in part if it is determined to be in the best interest of
the College.
MONROE COUNTY COMMUNITY COLLEGE
REQUEST FOR PROPOSAL
PROJECT #06-04.26 - 5 Year Maintenance Contract - Cameras and Access Control
5

ACCEPTANCE OR REJECTION OF PROPOSALS
The College reserves the right to waive any formalities and to reject any or all proposals or any
part(s) thereof, and/or to accept any proposal or any part thereof and/or to cancel the request for
proposal.
PUBLIC INFORMATION
The College is obligated to abide by all public information laws. All vendor information
regarding the proposal may become public information. All copies and contents of any proposal,
attachment and explanations submitted in response to this RFP shall become the property of the
College, except any materials that both the vendor and College agree to classify as confidential,
proprietary or trade secrets. These materials must be clearly marked by the vendor and may be
returned to the vendor after the award upon request.
OFFER AND ACCEPTANCE
A response to the RFP is an offer to contract with the College based on the provisions contained
in the RFP. An authorized signature on the cover letter accompanying the proposal documents
shall constitute an irrevocable offer to sell goods or services specified and accept the terms of the
subsequent contract, which shall incorporate this RFP.
COST OF PREPARATION
Any and all costs associated with the preparation, presentation, demonstration, or submission of
responses to this Request for Proposal shall be entirely the responsibility of the contractor and
does not commit Monroe County Community College to pay or reimburse any costs in any
manner.
ACCURACY
It is the responsibility of all firms to examine the entire RFP document and seek clarification of
any requirement that may not be clear and to check all responses for accuracy before submitting
a proposal. Negligence in preparing a proposal confers no right of withdrawal after due date and
time. Firms are responsible for errors and omissions in their proposals. Failure to include all
requested information will have a negative impact on the evaluation of the firm's proposal and
may result in rejection.
MONROE COUNTY COMMUNITY COLLEGE
REQUEST FOR PROPOSAL
PROJECT #06-04.26 - 5 Year Maintenance Contract - Cameras and Access Control
6

CONFIDENTIALITY
The contractor shall keep the information related to all contracts and subcontracts in strict
confidence. Other than the reports submitted to the College, the contractor shall not publish,
reproduce or otherwise divulge such information in whole, or in part, in any manner or form, or
authorize or permit others to do so, taking such reasonable measures as are necessary to restrict
access to the information, to those employees on staff who must have the information on a
"need- to-know" basis, and the contractor agrees to immediately notify the College, in writing, in
the event it is determined, or there is reason to suspect, a breach of confidence has occurred.
Execution of a confidentiality agreement will be required of the successful contractor.
This Request for Proposal creates no obligation on the part of Monroe County Community
College to award a contract. The College reserves the right to accept, reject, modify, or
negotiate any and all proposals received in conjunction with the request for proposal in
whole or part at any time. It reserves the right waive any defect or informality in the
proposals on the basis of what it considers to be in its best interests. Any proposal which
the College determines to be incomplete, conditional, obscure, or has irregularities may be
rejected.
This request for proposal (RFP) in no manner obligates the College to the eventual
purchase of any products or services described, implied, or which may be proposed until
confirmed by a written agreement, and may be terminated by the College without penalty
or obligation at any time prior to the signing of an agreement or purchase order.
INSURANCE
Monroe County Community College, as a governmental agency, is without authority to
defend/indemnify a private party. Statutory and common law theories and principles of
indemnification, contribution, and equitable restitution shall govern and apply to claims, actions,
causes of action, costs, expenses and losses (including attorneys' fees) resulting from or caused
by the actions or omissions of the parties or their employees pursuant to this Agreement.
Insurance must be provided by the operator in the following specified amounts:
Workmen's Compensation and Employer's Liability Insurance affording protection under the
Workmen's Compensation Law of the States in which the work is performed; and
1. Employer's Liability protection subject to a minimum limit of $100,000.
2. Comprehensive General Liability Insurance in amounts not less than:
Personal Injury: $1,000,000 per person (including bodily injury) $1,000,000 per
occurrence
Property Damage: $1,000,000 per occurrence
3. Comprehensive Automobile Liability Insurance in the following minimum amounts:
Bodily Injury $1,000,000 per person $1,000,000 per occurrence
Property Damage $1,000,000 per occurrence
MONROE COUNTY COMMUNITY COLLEGE
REQUEST FOR PROPOSAL
PROJECT #06-04.26 - 5 Year Maintenance Contract - Cameras and Access Control
7

ACKNOWLEDGEMENT OF REQUIREMENTS for 5 YEAR
CONTRACT BID
Length of contract: 5 years ___________________
MINIMUM CONTRACT SPECIFICATIONS:
1.) Evaluate and replace servers (3 - camera recordings) + (1 - Keycard Server)
which are reaching end of life. Maintain/manage for life of contract. ___________
__________________________________________________________________
2.) Upgrade all Avigilon Door Access panels in each IT closet to ensure growth of
additional doors for future use.__________________________________________
__________________________________________________________________
3.) Evaluate and replace software as necessary including free training for life of
contract. ___________________________________________________________
__________________________________________________________________
4.) Review existing cameras, access control panels/system, and create an End-of-
Life schedule for all hardware. _________________________________________
5.) Installation of new cameras (time/materials) with estimated cost of future
cameras (possible 4k) - pricing. ________________________________________
__________________________________________________________________
6.) Review existing card system and create an End-of-Life schedule for all
hardware.__________________________________________________________
__________________________________________________________________
7.) Manage/maintain our blue phones/cameras and create an End-of-Life schedule
for all hardware (MCCC IT Dept manages the Network). ____________________
__________________________________________________________________
MONROE COUNTY COMMUNITY COLLEGE
REQUEST FOR PROPOSAL
PROJECT #06-04.26 - 5 Year Maintenance Contract - Cameras and Access Control
8

8.) Provide pricing of camera additions, door access additions, and stock
replacement parts. (Can be a separate supplemental document included with bid
submission_________________________________________________________
__________________________________________________________________
9.) Response time for service call: Vendor will have an SLA commitment to
respond within 24 hours for a service call. ________________________________
__________________________________________________________________
MONROE COUNTY COMMUNITY COLLEGE
REQUEST FOR PROPOSAL
PROJECT #06-04.26 - 5 Year Maintenance Contract - Cameras and Access Control
9

VENDOR'S BID:
I/We have read and understand the bidding requirements. All labor, materials, services and
equipment necessary for completion of the work shown on the drawings and/or the
specifications.
Date: ____________________
Total Bid: $________________________ 5 Year Annual Maintenance Contract
Note any deviations from the Contract Requirements: _____________________________
_____________________________________________________________________________
______________________________________________________________________________
_____________________________________________________________________________
______________________________________________________________________________
Representative Name (please print): ________________________________________
Representative Signature: __________________________________________________
Company Name: __________________________________________________________
Phone Number: ___________________________________________________________
Email Address_____________________________________________________________
MONROE COUNTY COMMUNITY COLLEGE
REQUEST FOR PROPOSAL
PROJECT #06-04.26 - 5 Year Maintenance Contract - Cameras and Access Control
10