11-02. Specific Terms and Conditions - EB-2026 RFP.pdf

Cherokee County School District Specific Terms and Conditions

Integrated Employee Badge Management Solution EB-2026 RFP

1. The Cherokee County School District (CCSD) is soliciting proposals from qualified vendors to provide a comprehensive, district-wide card access badge solution. This project will include credential production, system compatibility verification, reader flashing, and the delivery of finished badges for distribution across the district.

The awarded vendor must demonstrate the ability to provide a secure credential solution that integrates with the district’s existing hardware and software systems while also allowing for future scalability. The proposed solution must ensure reliable operation across all current access control infrastructure and associated systems that utilize district identification badges. As part of the district’s security strategy, secure smart badge credentials are required to enhance protection against credential duplication and unauthorized access.

2. All questions regarding the EB-2026 RFP must be submitted through the CCSD Euna Procurement (formerly Bonfire) Message Center by 2:00 p.m. on Thursday, March 19, 2026. Questions should be submitted individually in order to receive a response.

3. All information requested for this solicitation must be submitted through the Euna Procurement (formerly

Bonfire) portal. RFP proposals must be submitted in the portal on Thursday, March 26, 2026, by 9:00 a.m.

Paper submissions will not be accepted.

Proposals must be submitted in the templates and/or format prescribed in the electronic platform. Elaborate proposals in the form of brochures or other presentations beyond that which is necessary to present a complete and effective proposal are not desired and will not be reviewed or considered.

4. The one-time RFP for the Integrated Employee Badge Management System RFP will before a period effective from the date of award through project completion by June 20, 2026. Pricing, terms, and conditions will remain firm for the duration of the project.

5. All pricing options and applicable charges must be listed to ensure comparisons are fair and equitable. It is the vendor’s responsibility to provide all available pricing options and list all applicable charges. All information requested on the CCSD proposal form must be provided for analysis purposes.

Proposal Pricing Requirements

• Proposals must include a clear and detailed pricing structure. Vendors must provide pricing for required services including the cost per badge, badge printing, and credentialing, flash of existing readers, and delivery of completed badges.

• If a vendor’s product is incompatible with DNA Fusion and Mercury and requires replacing the current system, the proposal must include full pricing for migrating all data from the district’s existing system to the new platform.

• In addition, vendors should provide optional pricing for additional features or services if available.

These may include Bluetooth-enabled credentials, mobile credential options, additional software licensing, and additional badge production beyond the quantities outlined in this proposal.

If the proposal form is altered in any way, the proposal may be rejected. If you have any other product information and/or pricing not listed on the proposal form, you may submit the information under Any Misc.

& Additional Charges not Listed on Proposal Form (General Term #51).

6. A current Certificate of Insurance must be submitted with the proposal even if current insurance limits do not meet CCSD’s required amounts. The awarded vendor(s) is required to maintain the insurance requirements as specified in CCSD General Terms and Conditions (General Term #30-32).

If awarded, all insurance required limits must be met within five (5) business days. Failure to meet required insurance limits within five (5) business days of award will result in removal from the RFP award. The awarded vendor must maintain insurance coverage for the duration of the contract with CCSD including all renewals.

7. All vendors, including any person affiliated with or in any way related to the vendor, are strictly prohibited from contacting Cherokee County Board of Education members, CCSD employees or consultants on any matter having to do in any aspect with this RFP, other than the CCSD Department of Procurement Services.

Contact of this nature will result in immediate disqualification of the vendor.

8. Current Equipment and Systems The district currently operates an access control system utilizing DNA Fusion software and Mercury door control boards. Vendors must be certified to work in the DNA Fusion and Mercury platform. The existing reader infrastructure consists primarily of MT15 card readers, with approximately 900 readers installed district-wide.

The district currently maintains approximately 13,800 active credentials that are used across multiple operational systems.

In addition to door access control, district identification badges are used with several other systems. Vendors must verify compatibility with these systems as part of their proposal. These systems include Kronos time clocks, district copier systems, and potentially bus transportation software, and school lunch program systems.

While the district currently utilizes DNA Fusion for access control management, the district is open to reviewing alternative badge management software solutions, provided that any proposed system fully supports Mercury controller boards and integrates with the existing infrastructure.

9. Scope of Work A. Summary of Quantities The district currently maintains approximately 900 existing readers and 13,800 active credentials. The project requires the reissuance of all active credentials along with 1,000 additional stock cards, bringing the total number of credentials required to 14,800.

B. Credential Requirements All badges produced under this project must utilize secure smart card technology. The district requires that the new credentials be smart badges designed to improve overall system security and reduce the risk of credential cloning or unauthorized duplication.

The credential technology must support MIFARE Classic and MIFARE EV1 smart card standards, or equivalent compatible technologies that function reliably with the district’s existing MT15 readers and Mercury controller infrastructure.

Vendors should provide additional credential options for other physical access devices, including but not limited to key fobs or similar credential formats.

The proposed solution must have the capability to operate across multiple platforms and hardware protocols.

Vendors must provide detailed specifications outlining system operability, compatibility requirements, and supported communication standards.

All badges must utilize a custom district-owned key set, and the district must retain full ownership and control of this key set. Vendors must confirm that the key set will be uniquely assigned to the district and that duplicate credentials cannot be produced without explicit district authorization.

As part of this project, all existing active badges must be reprinted, credentialed, and encoded using the district’s custom key set. Badge production must follow the district’s existing badge templates to maintain consistency with current identification standards. CCSD will provide the awarded vendor with the required badge templates.

The vendor will be required to utilize their own printer equipment during production, with the option for the district to purchase the printer(s) at the conclusion of the project if desired.

The initial printing, encoding, credentialing, and printing must be done at the vendor’s location. Proposers encoding must work with CCSD’s printer (Fargo DTC4500E) for future badges.

The district requires the reissuance of approximately 13,800 active badges, along with 1,000 additional blank badges to be provided for district inventory and future use.

All badges must be physically prepared for distribution and daily use. Each badge must include a pre-punched hole and an attached badge clip to ensure immediate usability upon delivery.

C. Reader Flashing Requirements The awarded vendor will be responsible for flashing all existing card readers to support the new smart credential format. The district currently operates approximately 900 readers, all of which must be updated as part of this project.

Reader flashing must be coordinated within the same project timeline as credential production to ensure a seamless transition to the new badge system and to minimize disruption to district operations.

D. Production and Delivery Requirements The awarded vendor will be responsible for reprinting and credentialing all active badges. Completed badges must be organized and grouped by school locations to support efficient district distribution.

All finished badges must be delivered to Support Services for final distribution to individual schools and departments.

The district requires that all badges be delivered no later than June 30th. This timeline is critical to allow the district sufficient time to distribute badges before the start of the next school year.

10. Software Requirements The district currently utilizes DNA Fusion for access control management. Vendors may propose maintaining the current platform or offering an alternative badge management software solution.

Any proposed software solution must fully support Mercury door controllers, integrate with the district’s access control infrastructure, and allow for efficient credential management. The system must also support future scalability and long-term management of district credentials.

If a vendor’s product is incompatible with DNA Fusion and Mercury and requires replacing the current system, the proposal must include full pricing for migrating all data from the district’s existing system to the new platform.

Vendors must complete and submit the Questionnaire.

11. Vendor Presentations The district will conduct vendor presentations in April to evaluate potential vendors. Vendors selected for interviews must be prepared to demonstrate their proposed credential solution and participate in a Proof of Concept evaluation. Invitations will be sent to selected vendors.

The proof of concept will utilize a district-provided test bench and must demonstrate compatibility with district hardware and systems. Vendors must also demonstrate credential encoding, reader operation, and overall system functionality as part of this process.

12. Support and Response Time Vendors must clearly document their technical support capabilities and response times. This must include procedures for addressing potential issues such as readers not functioning properly after flashing, credentials not being properly encoded, or compatibility problems with district systems.

Proposals must include a timeline to include expected response times, escalation procedures, and available technical support resources to ensure the district receives timely assistance if issues arise during or after implementation.

For technical support and response times, CCSD expects a half hour acknowledgement and a two (2) hour onsite resolution.

13. Invoices must be sent to support.servicesAP@cherokeek12.net once the job is complete and in proper working order.

14. ACH/EFT payments are highly recommended. If awarded, the vendor(s) may submit payment information with the W-9. ACH/EFT requires the following information:

• Bank Name

• Account Number

• Routing Number

• Email Address to send remittance

15. Any deviations to the above specific terms must be stated with written documentation clarifying any such nonconformity and must be submitted with proposal response.

16. The services being sought under this RFP are professional in nature. Submittals will be evaluated on a combination of factors. They include, but are not limited to the following award criteria:

• 40 points Scope of Work

• 30 points Service and Response Time

• 20 points Price

• 10 points References mailto:support.servicesAP@cherokeek12.net