POTOMAC CENTER PRE-BID MEETING MINUTES
Project Name: PRE-BID CONFERENCE – RFI for Grand Master Key System
Date of Meeting: Tuesday, April 12, 2011 Location: Infirmary Building Conference Room
10:00 AM 1370 Marshall St. Hagerstown, MD
Purpose of Meeting
Overview of contact, provide potential bidders the opportunity to present any questions/concerns regarding contract and view
work area/site.
Representative Company/Agency Phone Email
Jeremy Kisner – IT Specialist Potomac Center 240-313-3526 jkisner@dhmh.state.md.us
Cindy Sobus - Maintenance Potomac Center 240-313-3570 csobus@dhmh.state.md.us
Rick Somonek Right-One, Inc. 301-340-9070 simonek@right-one.com
Rick Karas Right-One, Inc. 301-340-9072 rick@right-one.com
Roy Jones Locks Unlimited 301-790-0473 locksunlimited@ymail.com
David Creamer Locks Unlimited 301-790-0473 locksunlimited@ymail.com
Mike Bowers Spichers 301-739-2794 mbowers@spichers.com
Dale Bowman MEDECO 201-705-3134 dbowman@medeco.com
John Kieffer Mul-T-Lock 301-792-6363 John_K@mul-t-lockusa.com
Alan Dissin Baldino Lock & Key 301-921-4616 adissin@baldinos.com
Ed Korenge Colonial Lock Supply 703-906-1854 ekorenge@baldinos.com
Dan Howdyshell Chesapeake Security 301-855-9131 dhowdyshell@chesapeakesecurity.com
Tony Frederico Chesapeake Security 301-843-0555 tfrederico@chesapeakesecurity.com
Meeting Notes, Decisions, Issues
Jeremy Kisner opened the meeting and apologized that Frances Penner, Procurement Officer, was not available to attend
today’s meeting.
Jeremy provided a summary of the current key system and reviewed why Potomac Center needed to change to
an electronic key or electro mechanical system. He stated staff modifications require frequent access adjustments
and the new system will eliminate the need to contact a locksmith to do this.
The ability to program keys to specific situations, audit tracking, lock out keys, and build on the new system as
necessary is essential.
There is a $25,000.00 cap for this bid.
Approximately 90% of the current locks are mortise design.
System should provide multiple layers of security.
Would like price per lock (price per electro mechanical and price per mechanical), including installation.
The chosen manufacturer will help determine which locks should be changed initially.
A tour of the facility was conducted at the end of the meeting.
Questions:
1. How many keys per cylinder?
One key per cylinder
2. Are all current locks mortise design?
No, approximately 90% are mortise.
Meeting Notes, Decisions, Issues
Questions cont’d.:
3. How many automatic doors are there?
Approximately 30-32 sliding doors.
4. What type of audit trail?
One that programs the cylinder using a key that can open as many doors as necessary.
Please note the following:
Must be registered with eMaryland
Items required with submitted bid packet:
o Proposal, listing type of system(s) recommending, documentation on recommended system(s), installation
and equipment cost; pertinent information about system, and any training or support company would
provide.
o One or more of the following certifications (CRL, CPS, CML, RS and/or membership to ALOA)
o Maryland Business License
o Certificate of Insurance (copy)
o Three (3) business references – provide a contact with knowledge of a similar type job
DO NOT FAX OR EMAIL your bid; there are three acceptable means to deliver –
o U.S. Postal Service;
o Hand delivery by offeror (request receipt);
o Hand delivery by commercial carrier (request receipt)
This is a Request for Proposal. Bid opening is not public as an evaluation team will review recommendations and
specification in line with the criteria point system. Proposal specification will not be shared with other vendors.
Print “RFP for Grand Master Key System Contract” on the outside envelope to identify the contract/bid.
Bid packets are due and must be received on April 26 BEFORE 2:00 PM
The Maryland Department of Assessment and Taxation is utilized to verify business history, outstanding taxes,
credit information, etc.
Do not ignore emails regarding this bid – it may inform bidders of an addition or correction.
Prior to starting the workday, employees must sign in at the Maintenance building and receive a visitor’s pass that
will be returned at the end of each day.
Workers must remove all unattended tools in work area and be sure they are safely stored to prevent injuries.
Potomac Center is a smoke free facility. No tobacco products of any kind are to be used anywhere on the
premises.
Minutes of this meeting will be available on eMarylandmarketplace.com
The meeting adjourned at 10:30 a.m.
Submitted by: Cindy Sobus