Card Reader RFP _ 1_12_2026.docx

Request for Proposal

Issuing Agency: Barrow County School System

Using Agency and/or Location where work will be performed: Barrow County Schools and its Support Facilities.

PERIOD OF CONTRACT: The contract will begin early March 2026 with a requested completion date of June 30, 2026, with Barrow County School System.

DELIVERY:

Sealed responses to this Request for Proposal will be received until 2:00 p.m. on February 9, 2026. Proposals to be hand delivered to Joey Murphy at the Barrow County Schools Professional Development Center, 179 West Athens Street., Winder, GA 30680

*********** LATE PROPOSALS WILL NOT BE ACCEPTED ***********

INQUIRIES: Contractors shall have until 2:00 p.m. on February 2, 2026 to make any inquiries. Inquiries for information should be directed via email to Joey Murphy at joey.murphy@barrow.k12.ga.us Answers to all inquiries will be given by 2:00 p.m. on February 4, 2026.

A Mandatory Pre-Proposal Conference will be held in the computer lab at the Professional Development Center, Barrow County Schools, 179 West Athens Street, Winder, Georgia 30680, at 1:00 p.m. local time on January 26, 2026.

I. Purpose of Request for Proposal Barrow County School System is requesting proposals from qualified service providers for an Access Control Study, Recommendations, & Installation and Implementation of New Updated System for various locations throughout the school system.

II. Nature of Proposal Interested service providers shall be responsible for the review of information contained herein, any information which may be requested, site visitation as required, and other efforts as necessary for the submission of a comprehensive proposal which will represent the Contractor's best offer as a service provider for an Access Control Study, Recommendation & Implementation of New Updated System for Barrow County Schools.

Each proposal shall be complete, and it shall be outlined and identified by sections of this request to facilitate evaluation and to prevent evaluators from unnecessary search/arranging materials for evaluation purposes. In the preparation of each proposal attention should be given to the criteria referenced herein which will be used for purposes of evaluation and award determination purposes.

III. Program Requirements Primary representation must live in the area and be available within two (2) hours of emergency situations.

The name of a secondary representative must be available and also be available within (2) hours of service in emergency situations. The secondary rep must be familiar with current programs and equipment.

Service provider must maintain a minimum of $1,000,000 general liability insurance and furnish proof thereof. Supplier must also furnish proof of worker’s comp to meet minimum requirements of the State of Georgia. A Federal Tax ID number for contractor shall be furnished.

Service provider must have a program in place to meet all federal requirements and details of the Homeland Security and facets of the Immigration and Naturalization Act, citizenship assurance as outlined in Federal Form I-9, OMB NO. 1615-0047.

IV. Scope of Program

a. General Intent

a) The intent of this document is to provide all pertinent information to allow the contractor to perform a review of the current card reader system and provide recommendations and guidance on suitable replacement card readers, and propose upon the labor, material, supervision, tooling, and miscellaneous consumables to implement new card readers and chosen upgrades districtwide.

b) Overview In the past, Barrow County Schools standardized the LenelS2 Netbox Security Management system utilizing Indala access cards for its access card control system. Currently, all Barrow County School facilities are LenelS2 Netbox compatible and utilize the Barrow County Schools S2 Enterprise System, database, and network node panels to provide for a single Enterprise system for the entire school district.

The intent of this project is to study the existing card reader access system and upgrade / modernize the system to a card reader that utilizes non-proprietary access cards (see Access Control Readers Specifications) throughout the Barrow County School System. It’s our goal that approximately 527 current access control door readers be replaced and all existing wire, locking hardware and lock power supplies will be re-used and that 56 new card readers be installed at specified classrooms throughout the Barrow County School District. The 56 new readers will be installed on both sides of 28 doorways to control both ingress and egress of the doorways. The contractor is responsible for replacing existing and installing new card readers as determined, connect new door contacts, and provide any required wiring back to existing or proposed nodes as determined by the review of the existing system. Further, Barrow County Schools requests an approximate cost of reader and installation per unit be included with the proposal.

In addition, we request that existing special education rooms that utilize card reader entry (54 rooms – 108 readers) be studied to verify that they meet current fire & safety code and that any needed fail safe or emergency escape devices and improvements are included in the subject proposal.

c) Scope of Work

1. Conduct a systemwide study of the S2 Enterprise System and individual facility site surveys to document any existing software, door hardware, wiring, or other mechanical/electrical problems that would prevent the successful conversion of all electronically controlled doors. Produce a report on the findings to Barrow County Schools with recommendations on system, software, or infrastructure upgrades.

2. Present findings and recommended upgrades, with pricing, to Barrow County Schools for consideration.

3. Coordinate all equipment installations and locations with Barrow County Schools.

4. Provide, install and configure replacement and / or new card readers and system upgrades as approved.

5. Repair holes or install cover plates as needed and remove any wall mold or conduit to above ceiling level where pre-existing card readers and S2 nodes have been permanently removed.

6. All nodes to be tied into the building emergency power (generator) system when such system is available at the facility. The contractor is responsible for any electrical work to accomplish emergency power tie-in.

7. Provide new Portal Licenses as needed for all converted or newly installed doors.

8. If needed, provide license and configuration needed to integrate the access control database via Active Directory to Barrow County Schools Active directory systems. This will allow card holder information, access rights to be added and deleted from the access control system automatically from AD.

9. Integrate access control software with the Barrow County Schools Video Insight video management software to enable automatic camera event link upon event or alarm on all doors within the scope of this project where applicable (coordinate with Barrow County Schools).

10. Configure a graphic map for each school that labels the location of the new / replaced card readers.

11. Coordinate with Barrow County Schools and program all access control levels needed to replicate access rights currently assigned in the existing LenelS2 Netbox.

12. If necessary, provide and install (1) Badging Print Station licensing and hardware including Software license, printer, workstation, camera and (qty 4000) printable access control cards. Please coordinate location of Badging Station with Barrow County Schools.

13. Replace the existing S2 Network Access Control panels and boards if a new system has been chosen. Reconnect all existing wiring and field devices to new panels.

14. Migrate existing S2 server installation to virtual machine on Microsoft virtual infrastructure provided by district, or if new system, provide virtual machine for all servers required for new system, to be hosted on district’s Microsoft virtual machine infrastructure.

15. Ensure that all field devices, doors, and readers within the Barrow County School District are tied into the Enterprise access control system. Use specific Barrow County School District access control naming conventions.

16. Service Provider to provide a 100% functional system, with all doors programmed and working once access control upgrades have been completed.

17. Service Provider to provide access control software upgrade and support plan (SUSP) for (3) years after installation if new software is required.

18. Service Provider to provide an agreement with static labor rates with a 3-year service contract period to address future needs and/or repairs to the chosen access system of Barrow County Schools.

19. The approved service provider shall provide a cost to include any necessary software licenses for Barrow County Schools for a period of three calendar years.

d) Additional Instructions/Requirements

1. Licenses

a. The service provider must be a certified installer, reseller, and maintenance technician of the chosen card reader parts.

2. Clean Up and Protection

a. Upon completion of access control implementation work, clean up the entire area. The service provider shall be required to keep all areas clean and protected. Any damage done by the service provider shall be corrected without any additional cost to the Owner. Offsite disposal of trash shall be required as part of this contract.

3. Submittals

a. Product MSDS (Material Safety Data Sheet) Data: Submittals shall be submitted as noted to the Owner for all products used as required.

4. Tools and Equipment

a. The service providers’ personnel shall have all the tools normally required for craftsmen in that trade.

b. The service provider shall have the tools and power equipment normally used and owned by a service provider in this trade. Charges for the use of this service provider-owned equipment on School System work, if any, shall be included in the fixed price and unit price cost.

5. Billing and Payment

a. When a project or work is assigned to the service provider, a numbered purchase order describing the work will be sent to the Contractor. All invoices shall refer to the Purchase Order Number. A copy of the Purchase Order must be returned with all invoices.

b. Payment requests shall be billed by location.

c. The work shall be invoiced monthly.

d. After receipt of a request for payment (invoice), the Owner's representative will inspect, verify, and confirm the amounts as shown including the amount invoiced for meeting fixed price and unit price costs.

e. Payments shall be made monthly. Thirty working days will be required to process invoices after they have been approved by Barrow County Schools Project Manager.

6. Barrow County Schools Supervisor

a. The Barrow County Schools Project Manager who oversees the assigned project will be the person in charge of the work for the School System.

7. Scheduling

a. All work shall be planned and scheduled so as not to disrupt the education of students or other school activities. Evening hours as well as weekend hours are required to accomplish the work without emergency or overtime rates being applied.

b. All scheduling shall be through the office of the Barrow County Schools Project Manager.

8. Access Control Readers Specifications

a. The proposed access control readers shall be multi-technology readers capable of supporting both 125kHz proximity and 13.56MHz smart card technologies. Readers must support multiple open standard credential formats to ensure flexibility and interoperability across various card types and systems.

b. Minimum Requirements

a) Supported Credential Technologies

1. Vicinity Cards (ISO 15693)

2. 125kHz Proximity: HID Prox, AWID, and CASI/GE ProxLite or equivalent open formats

3. 13.56MHz Smart Cards:

a. MIFARE® DESFire® EV1/EV2/EV3

b. MIFARE Classic ISO 14443

c. HID iCLASS (Standard or Classic, non-proprietary key sets)

d. Vicinity Cards (ISO 15693)

b) Protocols and Interfaces

1. Compatible with industry-standard protocols including Wiegand, OSDP (V2), and Supervised F/2F (SF/2F).

2. Support for OSDP Secure Channel communication.

c) System Compatibility

1. Readers shall be platform-agnostic and integrable with major access control systems such as LenelS2 OnGuard, NetBox, or equivalent systems supporting open communication protocols.

d) Security and Flexibility

1. Support for key diversification and encrypted credential transactions compliant with NXP and ISO standards.

2. Support for adding new or updated credential formats through configuration or firmware updates, without requiring complete hardware replacement.

e) General

1. Readers must operate under standard environmental conditions for indoor or outdoor installation.

2. Tamper detection and visual/audible feedback (LED/Buzzer) preferred.

c. Documentation Provide details and technical specifications for each product indicated. Include physical dimensions, features, performance, electrical characteristics, ratings, software versions, and operating system details.

V. Special Requirements for The Submission of a Proposal

a. Acceptance/Rejection of Proposal

a) The contract will be awarded to the qualified proposer whose offer, conforming to the conditions and requirements of this request for proposal, will be most advantageous to Barrow County School System. The committee's evaluation of submitted criteria and other factors will be taken into consideration.

b) Barrow County School System reserves the right to reject any or all offers and to waive informalities and minor irregularities in proposals received.

c) This Request for Proposal does not commit Barrow County School System to contract for any requirements for this solicitation.

d) A written award or contract furnished to the successful proposer, within the time for acceptance specified in the offer, shall be deemed to result in a binding contract without further action by either party.

e) This is a closed opening; prices will not be divulged at opening.

b. Firm Offer – Each service provider must agree in advance in written form to submit a proposal with cost figures which will be firm for at least one (1) year after the opening of the proposals.

c. Unit and Total Cost – Each proposal shall include per unit, labor, and total cost figures broken down into a usable format.

d. The service provider shall provide a Performance Bond in an amount equal to 100% of the contract price. The bond shall be issued by a surety licensed to do business in the State of Georgia and acceptable to the owner. The Performance Bond shall guarantee the Contractor’s faithful performance of all obligations under this agreement.

e. Noncompliance of Contract – Upon noncompliance of the contract by the service provider for completeness and thoroughness in the duties as judged by the Barrow County School System, the Barrow County School System shall so inform the service provider in writing thereof.

The Barrow County School System shall notify the service provider of noncompliance and will reserve the right to have the duties completed by other means. Noncompliance shall be cause for the Barrow County School System cancellation of this agreement. The Contractor shall be given thirty (30) day notice of cancellation at no cost to Barrow County School System.

VI. Evaluation of Proposal

a. Committee- Evaluation of proposals submitted in response to the solicitation will be conducted by officials of the Barrow County School System. In the process of evaluation, the total service providers proposal will be considered. Proposals will be evaluated off the following criteria:

Response to Proposal 25% Price 40% Past Work in Public School Systems 10% Qualification to Perform Requested Work 25%

Qualification to perform requested work includes a firm’s ability to service Barrow County Schools based on proximity to the Barrow County School District, company experience, company size, and previous experience with Barrow County Schools or Barrow County School’s personnel.

b. During the process of evaluation, the Team may need additional information. This need will be communicated through Barrow County School System. Each service provider shall be responsible to respond in written form or by appearance before the committee as requested.

VII. Contract

a. Award – It is the intent, assuming that satisfactory proposals are received, to award a contract. If an award is made it shall remain in effect from initial signature through June 30, 2026 when the work is required to be completed.

b. Assignment - No contract or its provisions may be assigned, sublet, or transferred without written consent of the Barrow County School System.

c. Termination/Cancellation - Barrow County School System reserves the right to cancel the contract upon thirty (30) days written notice for reasons of non-performance within the terms and conditions of this request for proposal or conditions beyond control, such as inadequate funding at no cost to Barrow County School System.

d. Payments - Payment for services received will be made on a monthly basis. After approval the invoice will be forwarded for payment. Payment shall be made thirty (30) days after approval of the submitted invoice.

e. Addenda- Any "Addenda" or Instruction to Bidders issued by Barrow County School System prior to the time for receiving proposals shall be covered in the proposal and, in closing a contract; they shall become a part thereof.

f. Insurance - The Contractor shall purchase and maintain in force the following kinds of insurance for operations under the contract as specified. Insurance certificates in the amounts shown and under the conditions noted shall be provided to the Barrow County School System before the commencement of any work:

a) Additional Insured: The vendor shall add the “Barrow County Board of Education” as an additional insured under the commercial general liability policy. This will need to be noted in the description area of the certificate and/or checked off in the additional insured column. The bidder will provide an insurance certificate within twenty-one (21) days after acceptance of contract.

b) Barrow County School System must have a thirty (30) day notice of cancellation or change in insurance coverage and give its approval.

Standard Insurance Limits for Goods and Ancillary Services

Workers Compensation {WC): Statutory Limits - required in all contracts

Commercial General Liability (CGL):

Automobile Liability Combined Single Limit $1,000,000

VIII. Responsibilities of Contractor

a. Safety- Contractor shall be familiar and in complete compliance with, OSHA, AHERA, EPA requirements and any local or state codes/regulations that may apply and shall immediately report any loss or time of major injuries.

b. Workmanship - The Contractor's employees shall be thoroughly experienced and/or trained and certified in the particular trade or class in which they are employed. All work shall be performed according to the specifications covering the class or type of work.

c. Working Hours – Barrow County Schools is an operational School System and school aged children, and staff will be on the premises during the regular school calendar. Care must be taken to ensure that regular school operations are not disrupted during installation and modification of the card reader system. Subject work hours can be negotiated as needed.

d. Work Conferences - The Contractor's Contract Manager will meet upon request with the Project Manager or his designee.

IX. Qualifications

a. Qualifications - Each Contractor shall submit evidence of qualifications which would influence the ability to satisfactorily complete requirements of the RFP.

b. Contractor must be licensed to do business in Barrow County, Georgia.

c. Contractor must register and participate in the federal work authorization program to verify information for all employees.

d. Proposers may be required to furnish evidence in writing that they maintain permanent places of business, have adequate equipment, finances, and personnel to furnish the service offered satisfactorily and expeditiously

E-VERIFY AFFIDAVIT

Georgia Security and Immigration compliance Act: e-Verify and SAVE Program Overview

[OCGA § 13-10-91]

Pursuant to the "Georgia Security and Immigration Compliance Act," Barrow County School Barrow County School System is required to have all of its Contractors register and participate in the federal work authorization program to verify information of all new employees. Contractors or subcontractors cannot enter a contract with the School Barrow County School System for the physical performance of services unless the Contractors or subcontractors register and participate in the federal work authorization program to verify information of all new employees. O.C.G.A. § 13-10-91. Each Contractor is urged to complete the attached Affidavit.

Affirmative language will be included in contracts for the performance of services regarding the above requirement. The School Barrow County School System will require an affidavit from a Contractor showing its compliance with the requirements of O.C.G.A. § 13-10-91 at the time a contract for the performance of physical services is executed. The contract shall include language referencing this obligation and providing that failure to supply an affidavit evidencing such compliance (or to continue to meet the statutory obligation during the life of the contract) shall constitute a material breach of the contract.

To register for the E-Verify Program, visit www.uscis.gov. Your bid will not be accepted without this E-Verify number.

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(l) The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13-10-91, attesting as follows:

a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. § 13-10-91(a), (b), and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

Barrow County School System

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

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