Key Card Access Control System (No Substitutions)

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Brookhaven Science Associates, LLC (BSA), managing Brookhaven National Laboratory for the U.S. Department of Energy, has issued Request for Quote (RFQ) Number 470945 for a "Key Card Access Control System." This solicitation seeks firm fixed-price quotes from vendors for all labor, services, materials, and equipment as detailed in Draft Contract No. 470945. The NAICS code for this RFQ is 561622 (Locksmiths) with a $25,000,000 size standard. Award will be based on the lowest total price from a responsive and responsible offeror meeting all technical requirements. Quotes, including a signed Quotation Pricing Sheet, must be emailed by October 28, 2025, 5:00 P.M. EST. Offerors must be registered with the System for Award Management (SAM) and may need to complete additional forms such as AMS-Form-050, Vendor ACH Authorization, W-9, and Organization Conflicts of Interest Disclosure. The contract is subject to U.S. Department of Labor Wage Determination No. 2015-4157. Questions are due by October 17, 2025.

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Amendment No. 3 to Solicitation No. 470945 for a Key Card Access Control System addresses project clarifications and extends the bid due date. Key clarifications include confirming that the Salto server will not be DMZ'd, with internal firewalls allowing communication to BSA-provided Windows client desktops. No new network runs are required from the vendor, and USB Salto encoders are specified. All lock sets must have key override capability, compatible with BNL's Best Lock system SFIC cores, which BSA will supply and install. BSA will also be responsible for relocating towel racks. The due date for offers is extended to November 28, 2025, at 5:00 P.M. EST.

Amendment No.2 to Solicitation No.470945, issued by Brookhaven Sciences Associates, LLC, addresses key updates for the Key Card Access Control System project. This amendment provides project clarification and announces that additional questions and answers will be released in a subsequent amendment. Most notably, the due date for offers has been extended to November 14, 2025, at 5:00 P.M. EST. This adjustment allows more time for submissions while ensuring clarity on project details and future communications regarding additional Q&A.

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Amendment No. 1 to Solicitation No. 470945, issued on October 23, 2025, clarifies requirements for a Key Card Access Control System. The project involves converting existing pin tumbler locksets in four dorm-style buildings (Cavendish, Compton, Guest House, and Curie) to standalone, battery-powered electronic locksets with card access functionality. These new locksets must operate without network connectivity, using key cards with 2-way communication to record activity and store access data. Head-end equipment for programming and replacing key cards will be in a separate building. The amendment addresses supplier questions, confirming buildings date to the early 1900s, providing square footage for each, and stating power is stable. It also specifies that no IDS is required, existing cabling cannot be reused, and "or Equal" equipment substitutions are not permitted. The due date for offers is extended to November 5, 2025, 5:00 P.M. EST, and a site visit is scheduled for October 29, 2025, at 11:00 A.M. at Building No.101.

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Brookhaven National Laboratory's (BNL) Supplier Quality Assurance Requirements (BNL-QA-101) document outlines mandatory quality standards for suppliers to Brookhaven Science Associates (BSA). It details general requirements, including adherence to ISO 9001, BNL's right to assess supplier systems, change approval protocols, and subcontractor responsibilities. The document also covers specific requirements for material protection, equipment calibration, counterfeit parts prevention, and compliance with various safety standards for electrical, fire protection, hoisting, and industrial equipment. Special requirements, invoked per procurement documentation, address quality assurance programs, configuration control, manufacturing plans, special processes, and extensive documentation for all delivered items. Furthermore, it sets guidelines for chemical handling (GHS compliance), age/shelf life control, product recalls, and computer software management, ensuring robust quality, safety, and operational consistency in all procurements.

Brookhaven Science Associates, LLC (BSA) seeks a qualified contractor to install a comprehensive Electronic Access Control System across four dormitory buildings (Cavendish, Compton, Guest House, and Curie) at Brookhaven National Laboratory. The project involves 226 dorm rooms and associated lobby areas, aiming to improve security, operational efficiency, and resident management. The contractor must provide all hardware, software, installation, integration, training, and support, ensuring compliance with life safety, security, and DOE/BNL internet security requirements. Key deliverables include centralized access control software and server hardware, electronic locks for all dorm rooms, update/check-in readers for lobbies, credentialing equipment, backup power supplies, portable programming devices, and attic stock. The project is to be completed by September 30, 2026.

Brookhaven National Laboratory's AMS-Form-033, Revision 0.1, outlines the Organizational Conflicts of Interest (OCI) Disclosure requirements for offerors. An OCI occurs when an offeror's other activities or relationships could impair their impartiality or create an unfair competitive advantage. Apparent successful offerors must submit a statement disclosing any past, present, or planned organizational, contractual, financial, or other interests related to the statement of work. This disclosure should detail contractual interests (client information, services rendered, agency, and contract numbers) and financial interests (nature, extent, and entities involved). Alternatively, offerors can state that no actual or potential conflict exists or that any existing conflicts have been previously disclosed. Failure to provide this statement may lead to ineligibility for award, and misrepresentation or non-disclosure can result in penalties. The form also includes a certification section for the offeror to attest to the completeness and accuracy of their disclosure regarding potential conflicts of interest or unfair competitive advantages.

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The Vendor ACH Authorization Form, managed by Brookhaven Science Associates, LLC under contract with the U.S. Department of Energy, allows vendors to authorize electronic payments via Automated Clearing House (ACH) credit entries. Vendors must provide their company name, vendor number, and Tax ID Number (TIN). They also need to supply depository information, including the financial institution, routing/transit/ABA number, and checking account number. The authorization remains effective until written notification of termination or modification is received by Brookhaven National Laboratory/Brookhaven Science Associates. The form requires an authorized representative's name, email, phone number, signature, and date, signifying their understanding that revocations must adhere to NACHA law.

This document is a Quotation Pricing Sheet for a Key Card Access Control System, issued by Brookhaven National Laboratory (BNL) under BSA Request for Quotation No. 470945. Managed by Brookhaven Science Associates, LLC, under contract to the U.S. Department of Energy, BNL is soliciting quotes from vendors for the specified system. The sheet, dated October 14, 2025, requires vendors to provide a total price, which must remain firm for 90 days. Delivery and payment terms are FOB Destination, Net 30 Days, with a Net 10 Days option for small businesses. By signing the form, companies acknowledge and agree to BSA's requirements, terms, conditions, and delivery schedule, committing to provide necessary resources. This form serves as a formal solicitation for pricing and agreement to contractual terms for the procurement of a key card access control system.

This document, "ANNUAL REPRESENTATIONS CERTIFICATIONS," is a comprehensive form for offerors bidding on government contracts, including federal prime contracts. It requires offerors to provide various representations and certifications, particularly emphasizing small business concerns and compliance with Federal Acquisition Regulation (FAR) clauses. Key sections cover general representations, small business certifications (NAICS Code, Small Business Concern status), and specific certifications for U.S. Government Prime Contracts, such as those related to gratuities, taxpayer identification, integrity, and previous convictions. The form also includes certifications regarding executive compensation, debarment status, and government property. A crucial component is the authorized signature section, where the offeror or their representative certifies the accuracy of all provided information, with a stern warning against false certifications. This document is essential for ensuring offeror compliance and eligibility for government contracting opportunities.

This contract outlines the agreement between Brookhaven Science Associates, LLC (BSA) and a contractor for the delivery and installation of a Key Card Access Control System at Brookhaven National Laboratory (BNL) in Upton, NY. The work must adhere to the BSA Statement of Work dated 9/26/2025 and BNL Supplier Quality Assurance Requirements. The contract is effective through December 31, 2026, with payment based on a firm fixed price per door. Invoices are preferred electronically in PDF format. Specific freight, shipping, labeling, and delivery instructions are provided, including advance notification for deliveries. The contract also details authorized representatives for both BSA and the contractor, close-out requirements, and additional terms incorporating BSA's General and Supplemental Terms and Conditions for Non-Commercial Services and on-site work, as well as FAR 52.222-41 Service Contract Act with specified wage determinations for electricians, general maintenance workers, and locksmiths.