Provision of Galaxy Access Control System Integrator Services on an Annual Contract

Location:	Georgia
Posted:	Nov 6, 2025
Due:	Nov 21, 2025
Agency:	Gwinnett County
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Solicitation No:	BL104-25 INV
Publication URL:	To access bid details, please log in.

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November 4, 2025

INVITATION TO BID

BL104-25

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified suppliers for

the Provision of Galaxy Access Control System Integrator Services on an Annual Contract for the Department of

Support Services.

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

and Company Name. Bids will be received until 2:50 P.M. local time on November 21, 2025 at the Gwinnett County

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

Georgia 30046. Any bid received after this date and time will not be accepted. Bids will be publicly opened and

read at 3:00 P.M. Apparent bid results will be available the following business day on the website

www.GwinnettCounty.com.

Questions regarding bids should be directed to Bethany White, Purchasing Associate II, at

Bethany.White@GwinnettCounty.com or by calling 770-822-5149, no later than 9:00 A.M. on November 19, 2025.

Bids are legal and binding upon the vendor when submitted.

Successful contractor 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-7 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 vendor(s) 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.

We look forward to your bid and appreciate your interest in Gwinnett County.

Bethany White

Purchasing Associate II

The following pages should be returned with your bid:

Bid Schedule, Pages 12-13

References, Page 15

Code of Ethics Affidavit, Page 17

Contractor Affidavit & Agreement, Page 18

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Page 2

The Gwinnett County Board of Commissioners (the County) is soliciting competitive sealed bids from

qualified services providers for galaxy access control system integrator services on an annual contract.

The service provider shall furnish all insurance, transportation, materials, supplies, parts, test equipment,

instrumentation, apparatus, services, tools, project management, supervision, labor, technical

knowledge, skills, and all things necessary to provide the outlined services. The service provider shall

be an authorized dealer for Galaxy access control product prior to the award of this contract and must

maintain all relevant certifications listed below for the duration of this contract.

SCOPE OF SERVICES

The County operates and maintains a countywide Galaxy access control system. The Department

of Support Services (DoSS) will manage this contract with Fire, Police, and Water Resources also

utilizing this contract. Galaxy system support and related integration services are required to assist

with its operations, routine maintenance, repairs, and installation projects. Services needed may

include but not necessarily be limited to the following: preventative maintenance, emergency repairs,

system design, programming, third party integrations, operational support, and other system

installation services. The contract shall be awarded based on the pricing provided in response to

this solicitation. Nevertheless, the County reserves the right to add and/or delete panels, point-to-

point intercoms, and equipment during the contract period.

A. Preventative Maintenance Agreement Task

1. Field Control Panel Preventative Maintenance – The service provider shall perform

preventative maintenance visits to each of the County’s control panels. The Preventive

Maintenance checks listed are a MINIMUM of tasks that the County requires to be

performed. However, it is the responsibility of the awarded service provider to review the

manufacturers preventive maintenance procedures and provide these back to the County.

If there are additional tasks recommended, the County will update these procedures. This

will assure all types of equipment are maintained as recommended to prolong the life of

each unit.

i. Control Panel

1. Check all connections for loose wiring.

2. Verify condition of all boards, CPU batteries, and fuses

3. Verify all panel battery voltages. All batteries must be marked with the date

of installation. Any battery older than 3 years or are not maintaining

voltages shall be replaced at the time of inspection.

4. Verify all power supplies are providing the manufacture specified voltage

5. Apply any identified security patches and firmware upgrades as approved

by DoSS

ii. Card Reader

1. Verify operation of reader by presenting a valid card

2. Verify proper voltages for locking hardware and reader

3. Verify proper operation of door locking hardware(strikes, maglocks, etc.)

4. Adjust and lubricate, as needed, for proper operation

5. Verify door position switch operates correcting. Adjust or repair as

necessary.

6. Verify operation of any push to exit or request to exit devices(if applicable).

Adjust or repair as necessary.

iii. Inputs/Outputs – All testing must be coordinated with DoSS and Sheriff

Department.

1. Door release buttons – Verify operation of the button and that the assigned

door releases upon activation.

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2. Intercom door release – Verify that activation of the intercom release

feature releases the assigned door.

3. Panic/Duress buttons – Verify that a button press notifies Command as

well as energize the associate horn and/or strobe.

4. Exit Doors – Verify proper operation of the delayed egress function of each

door and that all exterior exit doors notify Command upon opening.

5. Monitored doors – Verify that any operations of the door notifies

Command

The service provider shall provide a written report detailing the services to each panel

including but not limited to date, time, hours spent, task performed, and recommendation

within 7 days of the service visit. The service provider shall notify the County

representative immediately with any items identified as deficient and make any repairs

identified which are under $2,000.00 at the time of the inspection. No additional trip or

service charges shall be billed for these repairs. The service provider shall provide a

schedule insuring all sites are visited within each calendar year. The intent is for site visits

to be evenly distributed throughout the year, visiting approximately a quarter of the control

panels every three months.

2. Server/Workstation Preventative Maintenance – The service provider shall perform all

software manufacturer recommended server maintenance including, but not limited, to

security patches, software updates, database management and clean up. All activities

need to be coordinated with the DoSS. The service provider shall provide a written report

detailing the services provided including but not limited to date, time, hours spent, task

performed, and any recommendations within 5 days of the service visit.

3. System Software Updates –One annual Galaxy system server software upgrade is required

and must be included in the preventive maintenance cost listed on the bid schedule. This is

required so that the County is always operating on the latest software version. Inform DoSS

of any additional software updates, patches, or security updates that would be of benefit

to the County. Install any interim system updates at the request of DoSS as needed.

4. The service provider shall provide unit pricing for upgrading each client workstation.

Approximate quantity of 30 workstations located at various Police, Fire, DWR , and GJAC

locations.

5. System Firmware Updates – Inform DoSS of any firmware updates, patches, or security

updates that would be of benefit the County. The service provider shall provide unit pricing

for firmware upgrades at all access control panels.

6. At no additional cost, the service provider must provide recommendations for the

following as soon as the need is known:

i. Hardware Upgrades

ii. Software Programming

iii. Hardware End of Life

iv. Support Cut-Offs

v. Discontinued Parts

vi. Any Recalls

B. Troubleshooting & Emergency Repair – The service provider shall provide time and material

repairs to address issues with Galaxy system equipment, network, and software.

Emergencies require an on-site response time of 4 hours (24/7). This includes normal

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business days, after-hours, holidays, and weekends from receipt of notification. If the issue

can’t be resolved by the on-site technician a Galaxy Tech Support representative is required

to be onsite within 24 hours of any system emergencies that can possibly interfere with the

County’s normal operations. Service providers shall maintain adequate stock levels locally

to address common repairs without having to order parts or have material lead time issues

for repairs. Repairs shall be billed based on the time and material rates listed. Any

equipment, parts or supplies directed by County designated personnel to be provided by the

service provider shall be the same manufacturer as existing equipment standards and shall

be the equivalent model unless approved otherwise by County designated personnel.

Reimbursement for service provider supplied equipment shall be billed as a direct cost plus

a standard markup, as listed on the bid schedule. Actual receipts shall be provided as back

up for all invoices.

C. Defined Scope Project or Task Work Order – Upon a request from County designated

personnel, the service provider shall be required to submit a not-to exceed quote for the

scope of work. The requested quote must be itemized according to the awarded hourly rates

and percentage mark-up.

1. Parts and Supplies – Any equipment, parts or supplies directed by County designated

personnel to be provided by the service provider shall be the same manufacturer as

existing equipment standards and shall be the equivalent model unless approved

otherwise by County designated personnel. Reimbursement for service provider supplied

equipment shall be billed as a direct cost plus a standard markup. Actual receipts shall

be provided as back up for all invoices.

2. Hardware Engineering and Design Layout – Provide design and drafting services for any

new processes or sites and all related equipment, including power and low voltage cabling,

control panels, door and lock hardware, computer software and hardware, programming,

integration services.

3. Installation – Provide installation services including installation of all Galaxy hardware

and software and any associated third-party equipment, programming, configuration, and

on-site services in support of County access control systems and point-to-point intercoms

under the oversight of County designated personnel.

4. Third Party Integrations – The service provider shall be capable of integrating the

County’s existing CCTV, intercom, and other third-party systems into the access control

system.

5. User Training and Documentation – Provide applicable end-user training for any software

or hardware upgrades and replacements. Ensure required user operation and

maintenance manuals and supporting documents are updated and provided to County

designated personnel. This is to be paid per technician’s hourly rates on the bid schedule.

II. GENERAL REQUIREMENTS

A. Service Reporting

The service provider must notify the Designated Department Representative prior to leaving the

work each day to provide a status update on completion.. Under no circumstance shall the service

provider leave the work location without being able to secure the site or have coordinated with

Representative a plan to secure.

In addition, the service provider must provide digital notification of work completed within forty-

eight (48) hours of completion of work.

The report must include the following items.

• A service report tracking number found on initial service request (work order number)

BL104-25

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Location of Services – Facility Name/Address

Detailed description of problem found must include equipment ID, location, area served,

and equipment affected.

Personnel utilized and hours of service for each day, if multiple

If multiple staff are utilized, specify hours for each and specific tasks for each.

All items addressed and materials used.

Description of components services, including manufacturer, model, and serial numbers

for items removed as well as new items installed.

Photos of issue before resolved and after resolution. The service provider can choose to

have a link in work order to attachments to prevent large documents in email.

B. Availability and Response Time

The service provider shall be available on a 24 hour/7day a week basis to respond to service

requests and/or perform authorized work. The service provider shall respond to all service

requests within two (2) hours. The designated department representative will indicate if a service

request is an emergency that needs prompt attention. In emergency situations the service provider

is required to respond to communication within two (2) hours and be on site within four (4) hours.

If the issue can’t be resolved by the on-site technician, Subject Matter Expert/s (SME) to be onsite

within 24 hours of any system emergencies that can possibly interfere with the County’s normal

operations. Standard service requests and special projects will be scheduled at times convenient

for the County and the service provider, but typically the service provider will be expected to start

within two (2) days of receipt of the service request or written authorization as applicable, unless

otherwise agreed upon in writing.

C. Compensation

a. Normal Business Hours/Overtime Rates

Normal business hours are defined as 8:00 AM to 5:00 PM, Monday through Friday,

excluding County and service provider’s holidays. The service provider shall perform all non-

emergency during normal working hours unless approved by the department

representative. Hours shall be calculated daily from the time the service provider‘s

personnel arrives at a service location until those personnel leave the site. Travel time to

and from the location will not be compensated.

b. Parts and Materials

Parts will be reimbursed based on the actual cost of materials and parts plus a percentage

markup. This markup (up to 15%) must be listed on the bid schedule Equipment, materials,

and parts must be itemized and billed at actual cost plus the pre-determined markup. The

service provider must provide documentation of costs for parts and materials and shall be

submitted with the corresponding invoice. Subcontractor services, when authorized by the

County, shall be billed at cost plus the same mark-up utilized for parts and materials.

Subcontractor costs must be documented. Invoices will be compared to estimates/quotes

for accuracy of pricing. Invoices must be submitted within fourteen (14) days of completion

of work.

c. Trip Charge

One service call charge of a fixed amount may be added to a service call to cover all travel

time, mileage, disposal fees, and any misc. shop charges including time away from the

service site to pick up parts or materials.

D. Additional Charges

No additional charges will be paid on this contract.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Provision of Galaxy Access Control System Integrator Services on an Annual Contract

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