RFP for Door Access.pdf

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Project Information

Sealed bid proposals will be accepted from qualified contractors by Bellaire Public Schools for Bellaire Public Schools for the Door Access Project. Proposals may be mailed or delivered in person to:

Terry Starr, Superintendent

C/o Bellaire Public Schools

ELECTRONIC SEALED BIDDING Bids must be submitted via email to tstarr@bellairek12.org in a secured email, not to be opened until the bid opening.

Pre-Bid Meeting

A pre-bid meeting and project walk-through will be conducted by the Director of Operations, Bryan Davies, on March 9, 2026 at 3:30 PM (local time) at the Bellaire High School, 205 Victory Lane, Bellaire, MI 49615.

Bid Information

Proposals must be received prior to 3:30 PM (local time) on March 20, 2026 at the Bellaire Public Schools Administration Office. Proposals will be publicly opened and read aloud at 3:35 PM in the Bellaire Public Schools Bellaire Public Schools - Library. All bids received after 3:30 PM on the bid date will not be accepted and will be returned to the Bidder unopened.

Proposals and Award

The Project will utilize a prime contractor. The contract for construction will be a direct contract with the Owner. Overall administration of the Project will be the responsibility of Bellaire Public Schools. The Owner will award contracts on or about March 25, 2026. All bids shall be submitted on the bid forms provided in the project specifications, completely filled in, and executed (copies of the bid forms are acceptable). Facsimile bids will not be accepted.

Plans and Questions

Specifications can be located at the end of this document. All questions and/or inquiries should be directed to Director of Operations, Bryan Davies (231-533-8015).

Familial Disclosure

All bidders must provide familial disclosure in compliance with MCL 380.1267 and attach this information to the bid.

The bid shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the Owner or the employee of the bidder and any member of the board, intermediate school board, or board of directors or the superintendent of the school district, intermediate superintendent of the intermediate school district, or chief executive officer of the public school academy. The District shall not accept a bid that does not include this sworn and notarized disclosure statement.

Iran Business Relationship Affidavit

All bidders must provide a signed Iran Business Relationship Affidavit. Effective April 1, 2013 all bids, proposals, and/or qualifications statements received in the State of Michigan must comply with the Iran Economic Sanctions Act, 2012 P.A. 517. The District shall not accept a bid that does not include this signed affidavit.

Owners’ Rights

The Owner reserves the right to reject any or all proposals, accept a bid other than the low bid, and to waive informalities, irregularities, and/or errors in the bid proposals, which they feel to be in their own best interest.

Current Bellaire Board of Education Secretary

Andrew Reh

This is a federally funded project and is subject to the federal prevailing wage laws.

This RFP structure is designed to help you secure a future-proof, "open-platform" system that prevents vendor lock-in.

Since you specifically need remote access and interoperability, the language focuses on cloud-native capabilities and OSDP (Open Supervised Device Protocol) standards.

RFP Section: Project Scope & Objectives Purpose: The Bellaire Public School District seeks a modern, cloud-managed electronic access control system (EACS) to replace outdated door access hardware and software. The goal is a unified security ecosystem that allows for district-wide management from any authorized device.

This system will allow for integration of our current security systems, mass notification, and camera systems.

This system must be expandable to interior and additional exterior doors as needed in the future. Exterior doors will integrate with the camera system, so when somebody does a FOB swipe entry, it triggers the camera recording.

The Electronic Access Control system installed here will be for all schools’ exterior doors and interior doors for the front office to control visitors from accessing academic areas. The exterior door electronic access control will reduce the number of points of entry to provide for crime prevention through environmental design and natural surveillance. Once inside, the visitor is guided to the main office.

The cost provided must include all labor, programming, testing, training, and supplies for the card key or key fob access.

This will install four (4) exterior door access points at JRR Elementary School and one (1) interior access point, and seven (7) exterior door points at Bellaire MS/HS - for a total of twelve (12).

In terms of cards, we wish for competitive bidding based on two-hundred (200) cards.

Technical Requirements: Interoperability To ensure we are not locked into a single proprietary hardware brand, the proposed solution must meet the following:

● Non-Proprietary Hardware: Controllers must be "Mercury-based" or equivalent open-platform hardware.

● OSDP Support: All readers must support OSDP v2.2 (Open Supervised Device Protocol) for encrypted, two-way communication. Wiegand-only systems will be disqualified.

● REST API Availability: The system must offer a well-documented, open API to allow for custom integrations with existing Student Information Systems (SIS), emergency activation/notification software (apps, panic buttons, lockdown buttons), and Visitor Management software.

● VMS Integration: Must natively integrate with a perspective Video Management System (e.g., Avigilon, Milestone, or Verkada) to link door events with video clips.

Remote Access & Management The system must provide 100% functionality via a web browser or mobile application without the need for a VPN.

● Remote Lockdown: Authorized users must be able to trigger a "Global Lockdown" via a mobile app from any location with an internet connection.

● Cloud-Native Architecture: Proposals should prioritize "Cloud-First" solutions where no local server is required. If a local server is proposed, it must support remote web-client management.

● Mobile Credentials: The system must support "Mobile-First" access, allowing staff to unlock doors using Bluetooth/NFC (Smartphone/Apple Watch) in addition to physical fobs.

● Real-Time Alerts: Push notifications for "Door Forced Open" or "Door Held Open" must be deliverable to mobile devices and staff emails.

Hardware & Installation Standards

● Egress Safety: All installations must provide "free egress" per NFPA 101. No door shall require a key or special knowledge to exit from the inside.

● Power Redundancy: Every controller must be housed in a cabinet with a LifeSafety Power (or equivalent) supply and a minimum 4-hour battery backup.

● Cabling: All cabling must be Plenum Rated (CMP) and clearly labeled at both the controller and the device end.

Evaluation & Proposal Format Please provide your bid broken down into the following categories:

Item Requirement

Hardware Itemized list of controllers, readers, and locks.

Licensing Clarify if licensing is a one-time fee or an annual per-door subscription.

Service Level Guaranteed response time for "Critical System Down" (e.g., 4 hours).

Training Provide a minimum of 8 hours of training for administrative staff.

Section: Installation & Decommissioning The selected vendor shall be responsible for the "Turn-key" delivery of the system, including the removal of all legacy components.

1. Removal of Existing Hardware

● Decommissioning: Vendor must remove all legacy readers, panels, and obsolete wiring.

● Patch & Repair: Any holes or cosmetic damage to door frames or walls caused by the removal of old hardware must be patched and painted to match existing finishes.

● Asset Disposal: Legacy hardware must be inventoried and returned to the District IT Department or disposed of according to Bellaire Public Schools e-waste regulations.

2. Professional Installation

● Standard of Care: All wiring must be concealed within walls or architectural raceways. No exposed "zip-ties" or loose cabling will be accepted.

● Fire-Stopping: Any penetrations through fire-rated walls must be sealed with approved fire-stopping materials (UL-listed).

● Final Testing: A "Point-to-Point" verification is required for every door. The vendor must demonstrate that each door locks, unlocks, and reports "Door Forced" and "Door Held" alarms correctly before final payment.

Section: Training & Support The system is only as effective as the people operating it. The proposal must include a comprehensive training plan.

1. Administrative Training (IT & Security)

● Minimum 8 Hours: Deep-dive training for System Administrators covering:

○ Adding/Removing users and mobile credential issuance.

○ Configuring Remote Access and mobile app permissions.

○ Setting up automated schedules (e.g., "Basketball Practice" door schedules).

○ Running audit reports for "Who entered where and when."

2. End-User Training (Front Office & Staff)

● Instructional Guides: Vendor must provide "Quick Start" laminated guides for front office staff on how to use the Remote Unlock and Lockdown features.

● Emergency Drills: Vendor shall be present for the first "Digital Lockdown Drill" to ensure the system performs as expected under simulated stress.

3. Documentation Package

Upon completion, the vendor must provide an "As-Built" document set, including:

● A floor plan showing the location of every controller and reader.

● A wiring schedule with cable ID numbers.

● Manufacturer warranty certificates for all hardware.

Critical Questions to Ask Bidders

1. "If your company goes out of business, can I use this hardware with a different software brand?" (The answer should be Yes).

2. "Does the mobile app require a VPN to unlock a door from home?" (The answer should be No).

3. "How does the system handle an internet outage?" (It should store local permissions and continue to work).

Revised Cost Comparison Template

You can use this table to evaluate the bids side-by-side to ensure "Labor" and "Training" aren't being hidden in the fine print.

Expense Category Vendor A Vendor B Vendor C

New Hardware Total $ $ $

Removal of Old System $ $ $

Installation Labor $ $ $

Training (On-site) $ $ $

Annual SaaS/License Fee $ $ $

Grand Total (Year 1) $ $ $