Project Information

Bid Title

Electronic Locks

Issuing Agency

City of Tulsa

Location

Oklahoma

Published Date

Jan 30, 2026

Closing Date

Feb 25, 2026

Government Level

State & Local

Status

Closed

Ref. #

IFB 26-843

Original Source

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Bid Documents

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Project Description

Bid ID:	IFB 26-843
Addendum:	0
Bid Due Date:	2/25/2026
Description:	Electronic Locks
Bid Document:	IFB 26-843 Electronic Locks.pdf
Attachments:

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City of Tulsa

Finance Department

Invitation for Bid (IFB)

IFB 26-843

Supplies or Services Requested: Electronic Locks

Department: Water and Sewer

NIGP Commodity Code(s): 257-78

Solicitation Schedule

EVENT

IFB Issue Date

DATE

1/30/2026

Optional Pre-Bid Conference

Teams Meeting

Email jamiller@cityoftulsa.org for invite

Deadline for Questions

Submitted to assigned buyer via email.

Bid Submission Date

Either mailed or delivered to City Clerk address. Bids

are open the day after the due date.

2/10/2026 at 10:00 AM CT

2/16/2026

10 Days prior to IFB due date

2/25/2026

If You have any questions or need additional information, contact the Assigned Buyer:

Julie Miller, Buyer | jamiller@cityoftulsa.org

All questions should be emailed with IFB 26-843 on the subject line.

Submit Bids (sealed) to:

City of Tulsa – City Clerk’s Office

175 E. 2ND St., Suite 260

Tulsa, OK 74103

Bids (2 total:1 original, 1 copy) must be sealed and either mailed or delivered.

Write the Bid Number, Supplies or Service requested (as listed above) and Bid

Opening Date on the lower left corner of the outside of Your Bid envelope. Feel

free to use included packing slip. No faxed or emailed Bids will be considered.

Barring certain circumstances (Section III-5), Bids received after the stated date

and time will not be accepted and will be returned to the Bidder unopened.

IFB 26-843 | Electronic Locks | Issue Date: 1/30/2026

I. STATEMENT OF PURPOSE:

1. Overview and Goals

The goal of this solicitation is to secure a source to purchase Electronic Locks for the Water and

Sewer Department of the City of Tulsa.

2. Term of Contract

The City intends to award a one-year annual contract. The City may offer the Seller the opportunity

for additional one-year terms. The City also reserves the right to make multiple or partial awards. To

do business with the City, You must agree to the terms and conditions of the City’s standard

Purchase Agreement, indicated by Your Authorized Agent’s signature on the Purchase Agreement.

Capitalized terms used in this IFB and not defined in the Purchase Agreement shall have the

meanings as ascribed to them in Title 6, Chapter 4 of the Tulsa Revised Ordinances.

The entire Invitation for Bid (IFB), including any additional information submitted by Bidder and

Accepted by City will be included as part of the Agreement between Seller and City. All sheets of

this IFB (including Sections I-VI) must be submitted.

Authorized Agent

Several parts of the Bid (Affidavits, Purchase Agreement) must be signed by an “Authorized

Agent.” An Authorized Agent means an agent who is legally authorized to bind the Seller under the

law of the state in which the Seller is legally organized. For instance, under Oklahoma law, the

Authorized Agent for each of the following types of entities is as stated below:

o Corporations – the president, board chair or board vice chair (or the vice president if the corporation

was formed in Oklahoma) can sign; others can sign if they have and provide the City with (i) a corporate

resolution giving them authority to bind the Seller, and (ii) a recent certificate of secretary indicating

the authority is still valid and was in full force and effect on the date of the signature. (See IFB Section

VI for sample of a Certificate of Secretary)

o General Partnerships – any partner can sign to bind all partners.

o Limited Partnerships – the general partner must sign.

o Individuals – no additional authorization is required, but signatures must be witnessed and notarized.

o Sole Proprietorship – the owner can sign. Any other person can sign if s/he provides a recent Power

of Attorney, signed by the owner, authorizing him/her to bind the sole proprietorship.

o Limited Liability Company (LLC) – any manager of the LLC elected by the members of the LLC, or

any member signing as manager of the LLC. All other signers will need a Consent of Members signed

by all the Members of the LLC authorizing their signature on or up to 30 days before the date of their

signature. (See Section VI for sample of a Consent of Members)

Entities organized in states other than Oklahoma must follow the law of the state in which they are

organized.

IFB Rev 02/2024

2

IFB 26-843 | Electronic Locks | Issue Date: 1/30/2026

II. SCOPE OF SERVICES AND SPECIFICATIONS

1. Scope of Services

The City is requesting Bids for Electronic Locks for use by the Water and Sewer Department.

Delivery Requirements

All prices quoted shall be based on delivery F.O.B. Tulsa, Oklahoma or to any other points as may

be designated in the Specifications, with all charges prepaid by Seller to the actual point of delivery.

Bids must state the number of Days required for delivery under normal conditions.

Absolutely no items over 500lbs. may be directly shipped to the City requiring the City personnel to

unload from the shipping truck or trailer. The City carries no responsibility for any damages incurred

during an unloading occurrence. All unloading shall be the responsibility of the Seller and/or shipping

entity.

2. Specifications

The Bid must meet or exceed the following Specifications.

In the Table below, the Bidder shall respond to each minimum requirement set forth in the

Specifications column by writing its response in the space provided under Section 2: Bidder’s

Response column. Whenever asked to “describe”, the description may include details such as size,

capacities, dimensions, materials used in construction, etc. A full and complete description is

required to reasonably evaluate the Bid, so all pertinent information is required. When referring to

attached literature as a means of not fully describing items, misinterpretations by the evaluator of the

Bid may occur. Your ability to present the City with enough information to reasonably understand the

item being bid and whether it meets the Specifications stated herein relies on the written information

provided.

You are required to describe Your proposed equipment in the Bidder’s Response column, in terms

that correspond with the minimum Specifications shown. You may not answer in the space provided

as to whether You meet the Specifications by responding with terms as “yes”, “meets”, “same as”,

“complies” or “similar” terms. If these terms are utilized, it shall result in Your Bid being

considered as non-responsive and being rejected.

If bidding an equivalent, You must include descriptive manufacturer’s literature verifying the

information You provided in the Bidder’s Response column with Your submission. Failure to

provide such literature shall result in Your Bid being considered as non-responsive and being

rejected. Any determination as to whether an item is an acceptable equivalent that meets the

Specifications shall be made at the sole discretion of the City.

Seller shall ensure that each lock and related parts are warranted by the manufacturer to be of good

material and workmanship and that manufacturer promptly replace any part or parts which by reason

of defective materials or workmanship shall fail under normal use, free of negligence or accident, for

a minimum of one (1) year from the date of delivery, unless otherwise stated. In addition, if such

failures take place outside the dealer’s service area, which shall be defined as Tulsa city limits, the

Seller will be responsible for reimbursing the nearest manufacturer’s authorized dealer in the city of

Tulsa for services rendered under this warranty.

IFB Rev 02/2024

3

IFB 26-843 | Electronic Locks | Issue Date: 1/30/2026

The Seller shall respond within 72 hours of notification by the City of Tulsa, on when, where, and

how a warranty issue will be resolved. In the event there is no response within 72 hours, or if the

response is not acceptable to the City of Tulsa; the City will provide or arrange for repairs. The Seller

shall be responsible for reimbursing the nearest manufacturer’s authorized dealer in the city of Tulsa

for services rendered under this warranty.

The Seller shall have the option to authorize the City of Tulsa to perform minor warranty

replacement and repairs and then reimburse the City for its labor and parts utilized to enact

the repair. The reimbursement for labor will be the same rate as that of the actual work

performed. Standard warranty information is to be supplied with the Bid.

TESTS AND ACCEPTABILITY OF MATERIAL:

All items included in the Bid are subject to a performance demonstration within 30 days of the Bid

date by the Bidder(s) at the discretion of the City of Tulsa.

SECTION 1: ITEM

MINIMUM SPECIFICATIONS

SECTION 2: BIDDER’S RESPONSE

1. Cyberlock CL-S02 or acceptable equivalent.

Describe:

2. Must have electronic switch to provide 1.

authorization control and an audit trail for electronic 2.

devices and control systems. The key must be

removable in either the on or off position.

3. Electronic cylinders shall contain a unique ID that 3.

Electronic Locks

cannot be changed or duplicated.

4. Must have ability to store a thousand access 4.

events with information for key ID, date & time, and

event type.

5. Must retain encrypted access codes that bind the 5.

lock to a specific system.

6. Must contain a list of blocked keys.

6.

7. Must be able to be installed indoors or outdoors. 7.

Describe:

1. CyberKey Blue 3 or acceptable equivalent

1.

2. Bluetooth key with memory containing encrypted 2.

Electronic Key

access codes, a list of locks it may access,

schedules of authorized dates and times it may

access locks, and a begin & end date range

during which the key will operate.

Storage

1.

Cyberlock Vault CKV-V20 key cabinet or

acceptable equivalent that programs and

Describe:

1.

dispenses up to 20 unprogrammed electronic lock

2.

keys.

Approved credentials required to open key cabinet.

2.

Web Support

Describe:

1. Cyber Audit-Web Annual Hosted Support or 1.

acceptable equivalent.

2. App that syncs with web support account to 2.

download and program locks and key fobs for easy

access management from cell phone.

3. Provide complete communication path between 3.

the electronic locks and web server to remotely

update and download data.

4. Ability to configure, diagnose, troubleshoot, update 4.

firmware and monitor electronic locks in real time.

IFB Rev 02/2024

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IFB 26-843 | Electronic Locks | Issue Date: 1/30/2026

5. Must be accessible through web browsers on 5.

desktops, laptops, smartphones, or tablets.

6. Geolocation ability that can create a custom map 6.

that includes the geographic location and image of

every lock in the system.

7. Encryption between lock and key for security.

7.

8. Must have ability to grant or revoke access 8.

permissions if attributes of a person or lock

change.

9. System administrators shall be able to create and 9.

view custom audit reports on access activity and

create automatic email notifications.

10. Administrators shall be able to create customized 10.

access schedules for each individual key holder, or

batch schedule entire departments.

IFB Rev 02/2024

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Commodity Codes

• NAICS 332510Hardware Manufacturing
• NAICS 561622Locksmiths

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