Project Information

Bid Title

Provision of Maintenance, Repair, and Programming Services for Jail Electronic Control Systems on an Annual Contract

Issuing Agency

Gwinnett County

Location

Georgia

Published Date

Dec 2, 2025

Closing Date

Dec 17, 2025

Government Level

State & Local

Status

Closed

Ref. #

BL018-26 INV

Original Source

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Bid Documents

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Project Description

BL018-26 INV

Provision of Maintenance, Repair, and Programming Services for Jail Electronic Control Systems on an Annual Contract

Buyer Contact : Chelsey.Ward@GwinnettCounty.com

Opening Date : 12/17/2025 03:00 PM EST

Virtual Bid Opening

Additional Documents : Exhibit A- Network Communication Block Diagram

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Attachment Preview

December 2, 2025

INVITATION TO BID

BL018-26

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified service providers for the

Provision of Maintenance, Repair, and Programming Services for Jail Electronic Control Systems on an Annual Contract

with four (4) options to renew for the Sheriff’s Office

Bid Submittal Date and Location:

Bids should be typed or submitted in ink and returned in a sealed container marked on the outside with the BL# and

Company Name. Sealed Bids will be received until 2:50 P.M. local time on December 17, 2025, at the Gwinnett County

Financial Services - Purchasing Division – 4th Floor Charlotte J. Nash Building, 75 Langley Drive, Lawrenceville, Georgia

30046. NOTE THAT THE PURCHASING DIVISION HAS TEMPORARILY RELOCATED. ALL BIDS MUST BE SUBMITTED AT

THIS LOCATION. Any bid received after this date and time will not be accepted. Bids will be publicly opened and read at

3:00 P.M. The bid opening will be virtual ONLY. To access the bid opening virtually, visit the following link:

(https://gwinnettgov.webex.com/gwinnettgov/j.php?MTID=mef8f1b28d10a6ef6c371c95f5b82a85f)

or dial 408-418-9388 and enter Conference ID 2331 318 2389##. Apparent bid results will be available the following

business day on the website www.GwinnettCounty.com.

Instruction on Submitting Questions:

A pre-bid conference is scheduled for 10:00 A.M. on December 11, 2025 at the Gwinnett County Sheriff’s Office at 2900

University Parkway, Lawrenceville, GA 30043. All service providers are urged to attend. Questions regarding bids should be

directed to Chelsey Ward, Purchasing Associate II, at Chelsey.Ward@GwinnettCounty.com or by calling 770-822-7788, no

later than 3:00 P.M. on December 11, 2025. Bids are legal and binding upon the bidder when submitted. All bids should be

submitted in duplicate.

Successful service provider will be required to meet insurance requirements. The Insurance Company should be authorized

to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of A-10 or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities.

Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or

activity of Gwinnett County Government should be directed to the ADA Coordinator at the Gwinnett County Justice and

Administration Center, 770-822-8165.

The written bid documents supersede any verbal or written prior communications between the parties.

Award will be made to the service provider submitting the lowest responsive and responsible bid. Gwinnett County reserves

the right to reject any or all bids to waive technicalities and to make an award deemed in its best interest. Bids may be split

or awarded in entirety. Gwinnett County reserves the option to negotiate terms, conditions and pricing with the lowest

responsive, responsible service provider at its discretion.

Award notification will be posted after award on the County website, www.GwinnettCounty.com and companies submitting

a bid will be notified via email.

Chelsey Ward

Purchasing Associate II

The following pages should be returned in duplicate with your bid:

Bid Schedule, Pages 6-7

References, Page 8

Personnel Form, Page 9

Sub-Contractor’s List, Page 10

E-Verify Affidavit, Page 16

Code of Ethics Affidavit, Page 17

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Specifications and Requirements

Page 2

The Gwinnett County Sheriff’s Office is soliciting electronic system service providers to perform preventative

maintenance services, repairs, and programming at the jail for scheduled preventative maintenance service

and for service on an as needed basis. The control systems currently installed at the Gwinnett County Jail

located at 2900 University Parkway, Lawrenceville, GA 30043 are listed below. All interested service

providers are strongly urged to attend the scheduled pre-bid conference. Service providers are responsible

for considering all existing conditions when submitting their bid pricing.

A. General

1. The service provider shall furnish parts, free of defects, and suitable for the intended service.

The County reserves the right to audit service provider's invoices at any time during the contract

period.

2. The service provider shall maintain a reasonable stock of repair parts to support all systems.

B. Equipment

The selected service provider must be qualified to perform repairs and programming on the Electronic

Systems listed below. All drawings, programs and equipment manuals, except the documentation for

the Omron PLC, are available at the Gwinnett County Jail. Gwinnett County reserves the right to add

or delete equipment throughout the duration of the contract.

1. Omron PLCs locking control programming and monitoring equipment/associated programs

2. Honeywell Winpak Pro Access Control System

3. Harding Instruments Model DXI Intercom System

4. Wonderware Graphic touch screen HMI

5. Fiber SenSys Perimeter Detection System

6. Indicator lights on the cell doors of the Tower Housing Units

The following items are included on different County contracts and will not be included in this

contract:

a. Software Licenses

b. Motorola System

C. Preventative Maintenance Service

Preventative maintenance shall be scheduled four (4) times per year. A technician that is able to work

on all systems and make programming changes, if needed, is required to make onsite visits for each

scheduled preventative maintenance service.

1. Scope of Work:

a. Prior to each preventative maintenance site visit, the service provider shall contact the

Gwinnett County representative and inquire about any malfunctions and/or incidents

which require disposition during the next scheduled on-site inspection. Please see the

systems and equipment listed below for the minimum preventative maintenance

services required for each site visit.

b. Inspect, check and adjust the electronic control systems and equipment.

c. 32 hours of on-site support/inspection per year.

d. Eight (8) hours of telephone support and/or remote diagnostics (via the facility’s

internet connection) per inspection period (32 hours total per year).

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e. The awarded service provider shall notify Gwinnett County Sheriff’s Office of any

material, equipment or systems that are not performing within satisfactory guidelines,

which cannot be resolved during the on-site visit and/or requiring procurement of

materials or equipment. The service provider shall include their recommendation and

estimated cost of repair/replacement for resolution of the problematic issues.

f. The Gwinnett County representattive reserves the right to redirect the technicians from

the above scope of work should the facility have other issues that are of a higher priority

than performing the scheduled preventative maintenance.

2. Systems and Equipment Services for Quarterly Preventative Maintenance

a. Programmable Logic Control System

1. Input voltage check at each system

2. Ram battery backup

3. All relay boards, relays, fuses are securely mounted

4. Dust and remove debris accumulation from cabinets

5. Internal error and reboot logs

b. Touchscreen Stations

1. Central Processing Unit

2. CMOS battery check

3. Review of error logs

4. Archive and delete log and temp files

5. Dust and remove debris accumulation from cabinets

6. Touch Screen Monitors

7. Clean & Calibrate Touchscreen Monitors

c. Intercom and Paging System

1. Input voltage check at each system equipment ambient temperature, general sound level,

and quality in each area

2. Adjust sound levels as necessary

3. Dust and remove debris accumulation from cabinets

4. Check fault logs

d. Access Control System

1. Headend equipment and workstation PC

2. Power supply voltage and ambient temperature

3. Wiring termination integrity

4. Inspect readers for damage & operation

5. Dust and remove debris accumulation from cabinets

6. Cabinet air circulation filters (if applicable)

e. CCTV (Closed-Circuit Television System) Integration of Newly Added Cameras

1. Update the integrated system so it recognizes the new camera

2. Test the camera to ensure the video is clear

3. Integrate the camera feed into monitoring touchscreen stations

4. Set up alerts or motion detection if requested

5. Keep record of the installation and settings

f. Perimeter Detection System

1. Headend Equipment

2. Power supply voltage levels and ambient temperature

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3. Wiring termination integrity

4. Test zones & adjust sensitivity levels as necessary

g. Network Switches on Internet Network

1. Wiring termination integrity

2. Check performance and faults

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D. Response Time

The selected service provider must be able to respond to both non-emergency and emergency service

requests. Response time shall begin at the time the County request is phoned in to the service

provider.

1. Response time for non-emergency service requests are as follows:

a. Quarterly preventative maintenance site visits shall be coordinated and scheduled with

the Sheriff’s Office.

b. Telephone response by a service technician within two (2) hours

c. On-site response by a service technician within 72 hours

2. Response for emergency service requests are as follows:

a. On-site response by a service technician within eight (8) hours

b. Telephone request by a service technician within one (1) hour

E. Hourly Rates for Service

In response to this solicitation, service providers are requested to provide:

1. An hourly rate for the requested response times, i.e. telephonic support, non-emergency,

emergency, etc. shall be submitted on the Bid Schedule.

2. A percentage mark up above cost on all parts and materials used in performing requested repairs.

3. The approximate annual quantities listed in the Bid Schedule are estimates only and not

guaranteed. Quantities will vary depending on services needed outside of the preventative

maintenance service.

F. Travel

1. Expenses for out-of-town travel such as lodging, rental car, vehicle mileage and airline tickets may

be billed to the County without markup and must be in line with GSA rates. In order to be

compensated, receipts must be provided to the County with the invoice to verify any travel

expenses billed.

G. Requirements

1. The service provider will be working where inmates are located. For this reason, a background

check will be required of all employees entering the facility. Additionally, all tools will be

inventoried every day.

2. The service provider shall remove and properly dispose of all waste materials that occur in project

area and maintain a safe working environment.

3. Due to working in a secure environment and where the public traverse, the service provider shall

keep the worksite clean, free of debris, and shall maintain a level of cleanliness and neatness

needed for proper execution of work.

4. Precautions should be taken to block off, barricade, or cover in-process work areas to protect the

project and inmates.

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H. Competency:

1. Personnel assigned to work on the County’s systems should have a minimum of three (3) years’

experience with security locking systems. Please list each employee that will service this contract

on the Personnel Form provided.

2. Contact information for clients where projects of a similar nature were completed within the past

ten (10) years should be submitted on the Reference Sheet provided.

I.

Block Diagram:

1. Exhibit A is a block diagram; however, this document is subject to change and may not wholly

represent the County’s current setup. All service providers are encouraged to attend the pre-bid

conference.

J. Proposed Project List:

1. Upgrade Harding Intercom System: Upgrade the existing DXI system with the DXL platform to

enhance reliability, capacity, and integration capabilities within Plunkett and Tower Housing Units.

2. Touchscreen Integration: Install and integrate touchscreen control panels inside the Tower

Housing Units. The touchscreens will provide real-time interface with the cell door locks and door

status indicators, while also linking directly to the upgraded intercom system.

3. Perimeter Fence Intrusion Detection Upgrade: Upgrade the existing Fiber SenSys (Fibre-optic

intrusion detection) system along the security perimeter fence to improve detection accuracy,

reduce nuisance alarms, and provide seamless integration with the facility’s central security

monitoring platform.

Commodity Codes

• NAICS 541511Custom Computer Programming Services

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