SELF-SERVICE GEAR RENTAL LOCKER [BID DATE CHANGED FROM 12/10/2025]

Bid Date: 2025-12-22

Project Description:
Gear Rental Locker System

The University is seeking a modular, standalone self-service rental locker system
with a minimum of 8 locker cubbies. The system should support automated gear rental and
provide 24/7 self-checkout capabilities without staff assistance. It must integrate electronic
lending lockers with inventory management software to ensure efficient rentals, returns, and
administrative oversight.

Technical Requirements:

The locker hardware must be designed for durability, flexibility, and ease of
installation.

Power Supply:

▪︎ Must operate using standard 110–120V AC power.

▪︎ Power consumption should be efficient; a single 15-amp circuit should
accommodate a
basic unit.

▪︎ All electrical components must meet applicable safety standards (UL-listed or
equivalent).

Network Connectivity:

▪︎ Wi-Fi capability (802.11n or higher) is required for connection to campus
networks.

▪︎ An optional integrated cellular modem (4G/5G) must be available for
deployment in areas without Wi-Fi.

▪︎ The system must support remote management and real-time data exchange.

Software Features:

The integrated software platform is a core component of the solution and must include:

▪︎ Inventory Catalog & Tracking

▪︎ Online Reservation and Scheduling

▪︎ User Authentication and Account Management

▪︎ Multiple Access Methods (e.g., PIN, QR code, card swipe, mobile app)

▪︎ Notifications and Alerts (e.g., confirmations, overdue notices, system issues)

▪︎ Administrative Dashboard for usage, reporting, and system management

▪︎ Inventory Control and Maintenance Logs

Accessibility

The locker hardware and associated software/interface must be fully ADA-compliant,
ensuring usability by individuals with disabilities. This includes reach ranges, operable
parts, screen accessibility, and compatibility with assistive technologies.

Maintenance and Software

Bidders must provide a minimum 3-year warranty and maintenance plan that includes:

▪︎ Remote Monitoring and Diagnostics

▪︎ Software Support and Updates (bug fixes, security patches, enhancement releases)

▪︎ Preventative Maintenance (annual or semi-annual)

▪︎ Repair Services

▪︎ Training and Documentation for University staff
Shipping

The system must be shipped directly to the designated installation location.
If specialized installation is required, the vendor must provide full installation
services, including testing and configuration.
Taxes and Fees

Bidders must list all applicable taxes, fees, and surcharges associated with the
locker system, software, installation, and ongoing services.
Special Instructions

All equipment must be delivered prior to the later of January 31, 2026 or thirty
days after the University issues a purchase order, whichever is later. If you can\\\'t meet
this timeline, your bid may be disqualified.

Substitutions are subject to prior approval. We reserve the right to determine
equivalency. Please email specifications prior to the deadline if making substitutions or
if you have questions.

Vendor must furnish proof of compliance with the requirements of 103D-310(c) HRS by
presenting a Certificate of Vendor Compliance (Hawaii Compliance Express
http://vendors.ehawaii.gov)

All work shall be performed by skilled tradespersons using the best standard practices for
each trade.

All work shall be performed in accordance with the Minimum Wage Rate Schedule and Chapter
104, HRS. A copy of the wage rate schedule may be obtained from the OPRPM.

All questions should be submitted by email by November 25, 2025 at 10AM. The University
shall review all questions and amend the bid requirements in the best interest of the
University.

Offeror is responsible for knowledge of the site and installation requirements prior to
bidding. Site visits to see the area are encouraged by appointment.

Quotation must include all applicable labor costs, supplies, overhead, and all city, state
and federal taxes that may apply. Quotation will be considered firm and therefore, cannot
be modified after the RFQ closing date.

OFFERORS QUALIFICATIONS

To qualify to submit a quotation on the specified goods and services, the offeror must be
engaged in a business whose primary and customary interest is to provide the specified
services. The offeror must also have the requisite experience and appropriate licenses and
certifications to provide the aforementioned services. The University reserves the right
to disqualify any potential offeror if, in its discretion, determines that the offeror does
not have the requisite experience or expertise to provide the required services.

University Terms and Conditions:

Vendor must be agreeable to the University of HawaiE>>iaEURtms standard Purchase Order
Terms and Conditions, available at: https://www.hawaii.edu/procurement/vendor-info/terms-and-
conditions/purchase-order-terms-conditions/. Any vendor provided agreement, if required,
must be consistent with and not conflict with these terms and conditions. The University will
not accept provisions that conflict with State of HawaiE>>i law or University policy,
including but not limited to indemnification, arbitration, data governance, and governing law clauses.

No attachments have been added to this solicitation.