Sources Sought Notice UH Door Locks TSgt Green (002).docx

Sources Sought Notice for Unaccompanied Housing Door Locks:

We have 11 facilities that need new door locks approximately 1,164 rooms/doors. This request could be all at once or phased by building.

Project Overview: Access Control System Upgrade We are seeking proposals from qualified contractors to replace our current, obsolete access control system. The new system must provide a modern, fully-supported solution that replicates and enhances the functionality of our existing infrastructure.

Current System Infrastructure Our facility utilizes a multi-component system for resident and staff access control. The key components are detailed below.

Hardware:

· Door Locks: dormakaba 790 satin chrome electric locks (Serial: H251K7.220959).

· Credentials: RFID key cards are issued to residents and staff.

· Programming Tool: A handheld dormakaba M-Unit is used for on-site programming of door locks.

· There is capability for access through a grand master hard key.

Software and Platforms:

· Primary Management Software: Dormakaba ATLAS: This platform holds the database for all doors, manages the key hierarchy, and generates access credentials. This software was discontinued in 2020 and is no longer supported by the manufacturer.

· Resident Data Management: PMS Card Management: This system integrates with ATLAS and PMS to manage resident data and credentials.

Core Functional Requirements The existing system provides a detailed level of access control that a new solution must be able to replicate. The primary functions include:

Key Hierarchy and Access Management:

The ATLAS system is used to create and manage a complex key hierarchy for all buildings, including residential units, janitorial closets, storage rooms, and utility spaces. The required credential types include:

· Standard Keys: With set expiration dates for residents.

· Master Keys: Grand Master and sub-master (e.g., janitor-only) keys.

· Single-Use Keys: Temporary keys for maintenance staff that do not deactivate other existing keys.

· Emergency Keys: Specialized keys capable of overriding deadbolts.

Resident Self-Service Kiosk:

A self-service kiosk is available for residents who are locked out. This critical workflow must be maintained or improved.

1. Authentication: The resident authenticates using their First Name, Last Name, Middle Initial, and a private PIN.

2. Issuance: The kiosk issues a new RFID key with a 24-hour expiration.

3. Deactivation: Upon issuance of the temporary key, all previously issued keys for that resident are automatically deactivated in the system.

Design Objectives for Next-Generation Access Control System The primary goal is to upgrade the current offline, hardwired system to a modern, cloud-based platform that offers enhanced capabilities, flexibility, and ease of use.

1. Hardware & Physical Requirements

· Versatile Access Methods: The system must support multiple credential types, including physical hard keys and RFID, PIN codes, or Bluetooth access via mobile phones.

· Simplified Programming: A compact, portable, and energy-efficient programming unit is required to replace the current bulky M-Unit.

· Power Resilience:

· Locks must feature a low-battery indicator to provide clear alerts to staff.

· All programming and audit records must be retained in non-volatile memory during battery replacement.

· Environmental Durability: All components must be designed and rated for reliable operation in high-humidity regions.

· Ease of Maintenance: Hardware should be engineered for straightforward installation and replacement by general maintenance staff without requiring specialized technicians.

· Desirable Feature (Not Required): A self-recharging mechanism, such as one powered by the kinetic energy of the door handle's movement, would be a significant benefit for reducing battery replacement frequency.

2. Software & Management Platform

· Cloud-Based Architecture: The core of the project is to transition from the current offline system to a fully-featured, secure, and reliable cloud-based software platform, that can also function offline incase of WIFI outages

· Comprehensive Lock & Access Management: The platform must provide full control over the locking system, including:

· (Desired) Remote lock programming and configuration.

· Detailed auditing of access events and system changes.

· Management of specialty keys (e.g., failsafe, diagnostics, toggle/unlock).

· Advanced Role & Staff Management:

· Implement configurable roles and access management profiles based on schedules, shifts, and grouped or restricted access points.

· Enable streamlined creation of staff keys and provide robust access tracking.

· System Customization & Usability:

· Allow for user-defined setup of rooms, suites, and other access points.

· Provide intuitive workflows for key creation, amenities management, and management of system settings (e.g., guest registration defaults, security parameters).

· Offer integration capabilities with third-party Property Management Systems (PMS) via a web client.

3. Security & Privacy

· Dual Override System: The system must incorporate robust security features, including:

· Emergency Override: A mechanism for authorized emergency access.

· Electronic Privacy: A feature to secure rooms and prevent unauthorized entry, which can be overridden by emergency credentials.

4. Resident Self-Service Kiosk:

A self-service kiosk is available for residents who are locked out. This critical workflow must be maintained or improved.

1. Authentication: The resident authenticates using their First Name, Last Name, Middle Initial, and a private PIN.

1. Issuance: The kiosk issues a new RFID key with a 24-hour expiration.

1. Deactivation: Upon issuance of the temporary key, all previously issued keys for that resident are automatically deactivated in the system.