WCU-RFI 5494.pdf

VENDOR RESPONSE FORM

Request for Information - Solicitation/Bid No.: WCU – 5494

RFI TITLE: Digital Credential, Access Control and Security

COVER PAGE

Bids Due: April 28, 2025 Time: 4:00 p.m. MST/MDST

Contact: Brett McClure EMAIL Bids To: bmcclure@western.edu (970) 943-2161

EMAIL bids properly marked in the Subject Line with Solicitation/Bid No., Due Date and Time, subject to the conditions herein stipulated in accordance with specifications set forth and/or attached hereto.

All prices shall include shipping, FOB Destination (Prepay & Allow), Western Colorado University, Gunnison, CO 81231.

Submit all quotes and the requested vendor information below on these VENDOR RESPONSE FORM pages. Additional information may be submitted on separate pages.

COMPLETE THE FOLLOWING:

Fed Empl ID No.:

Date:

Company Name:

Authorized Signature:

Typed/Printed Name:

Title:

Address:

City/State/Zip:

Phone No.: FAX No.:

Contact for Clarifications:

Name:

Title:

Email:

Ordering address (if different from above):

Address:

City/State/Zip:

mailto:bmcclure@western.edu

Request for Information - Solicitation/Bid No.: WCU - 5494

Digital Credential, Access Control and Security

Request for Information & Cost Estimates

Section 1: Scope of Work

Introduction Western Colorado University is issuing this Request for Information (RFI) to gather information on identity, access control, dining services, and security solutions. Western is looking for a contemporary solution that will either fully replace or upgrade/augment our current system to modern standards.

Background/Current Environment At Western Colorado University, Mountaineer Cards (physical ID’s) are issued to students, faculty, staff, emergency personnel, conference services, campus visitors. The card is used for identification, physical access control (classrooms, offices, residence halls, recreation facilities, etc.) library, dining and printing services, and some event ticketing. Physical access devices are a mixture of hard-wired door controllers and wireless locks. Security cameras are a mixture of Johnson Controls and Verkada.

User Base

• Students: 2500

• Faculty/Staff: 350

• Other: 250

Physical Infrastructure

• 20 Buildings o Residence halls, administrative, athletics complex and academic buildings

• Controlled Doors o 347 wired doors, Blackboard/Transact o 80 Wireless, Schlage AD400

• Card Printers o Entrust

• Cameras o Verkada

3 units, Verkada outdoor CD32-E camera 16 units, Verkada indoor CM22 camera o Johnson Controls 33 units, IFS08B2ONWITB Illustra Flex 8 Megapixel Outdoor IR Bullet Camera

Card/Access/Security Software Service System Location ID Management System Transact On premise Card Printing Entrust On premise Dining Services/Meal Plans Transact On premise

Physical Access Control Transact On premise Security Cameras Verkada

Johnson Controls Cloud SaaS

Project Goals & Desired Future State Replace or modernize our current system(s) with a single system or a series of integrated systems that solve our identification, access control, dining services, print control, event management and security needs. The system(s) should meet modern industry standards and minimize the use of proprietary hardware.

Proposed solution must provide or include at least the following:

• Identification Services:

o Mobile (digital) Identification (mobile app) o Physical card with mag stripe and tap capabilities.

o Modern, intuitive, cloud-based management software that allows for uploading images and reporting.

• Dining Services (meal plans, stored value)

• Printing Services

• Event Attendance

• Physical access control:

o Hardware for:

1612: interior doors 145: exterior doors o Modern, intuitive, cloud-based management software that allows for multiple schedules, lockdown capabilities, notifications, and reporting.

• Security/Surveillance:

o Hardware (cameras, etc.) for:

200: Exterior 50: Interior o Modern, intuitive, cloud-based management software with adequate video quality, storage capabilities, notifications, and reporting.

o Ideally integrated with Access Control solution

The proposed solution would be a part of the following suite of services. At least one automated integration with our IDM or Workday (TBD) will be required.

Service System Location Financial Management Workday Platform (HR & Finance) Cloud SaaS Student Information System Workday Student Cloud SaaS Housing/Meal Plans StarRez Cloud SaaS Printing Services PaperCut On premise Identity Management System Midpoint

Grouper On premise

Recreation Facility Management

Innosoft Fusion Cloud SaaS

Library Services Marmot Cloud SaaS

Section 2: Information Required from Offerors

Narrative of Solution Please describe the solution you would propose to meet the needs of Western Colorado University.

Pricing and Rates Please provide a cost estimate for each component of the proposed solution. Please list what is included in each component (e.g. software/subscription, services, hardware, equipment, etc.), any installation or implementation costs, and professional services. Use a 5-year term for any agreements (e.g. software subscriptions, hardware maintenance) that might be required. Add additional components if required.

Solution Component Cost

Software/ Subscriptions

Hardware/ Equipment

Installation/ Implementation

Professional Services

Identification Dining Services Printing Component Event Attendance Physical Access Control Security/Surveillance

Total:

Experience/References Please list any of your previous or current higher education clients (preferably in Colorado) who are of a similar size/scope to Western that we may contact.

Questions: Email all questions or requests for in person inspections to bmcclure@western.edu before the deadline of April 18, 2025 at 5:00 P.M.

Bid Submittal:

EMAIL bids properly marked in the Subject Line with Solicitation/Bid No., Due Date and Time, subject to the conditions herein stipulated in accordance with specifications set forth and/or attached hereto. Quotes will also be accepted if received in the WCU Procurement and Contracts, 1 Western Way, Gunnison, CO 81231.

Due Date: 4/28/2025, at 4:00 p.m. MST/MDST. Late bids will not be accepted.

Please Email bids to bmcclure@western.edu. It is the vendor’s responsibility to confirm receipt of faxed or emailed bids.

As email submissions are prone to firewall delays, it is strongly recommended that you submit your bids at least the day before the deadline. The University will not responsible for late submissions due to firewall delays. If an email does not reach the inbox of bmcclure@western.edu before the closing date and time due to firewall delays, it will be disqualified.

All bids shall include shipping, quoted F.O.B. Destination if needed (Prepay & Allow), Western Colorado University, Gunnison, Colorado 81231.

Submit all quotes and the requested vendor information above on these VENDOR RESPONSE FORM pages. Additional information may be submitted on separate pages.

mailto:bmcclure@western.edu

Date Required: Various, as stated in specifications.

Terms and Conditions:

This solicitation is governed by the Western Colorado University Procurement Rules and not by the State of Colorado Procurement Code; however, this solicitation is governed by the State of Colorado Solicitation Instructions/ Terms and Conditions (https://www.rockymountainbidsystem.com), except when they are inconsistent with the terms and conditions stated in this solicitation’s Colorado BIDS Notice or in this solicitation’s specification document(s). A submission of a response to this solicitation acknowledges acceptance by the vendor of these rules, terms and conditions and agreement to comply with them.

Modifications:

All modifications to this solicitation, including amendments or addenda, will be posted on the Colorado BIDS web site at https://www.rockymountainbidsystem.com . Vendors will not be automatically notified of the existence of a modification.

It is the vendor's responsibility to monitor the Colorado BIDS listing regularly to receive such modifications. Failure to retrieve modifications and include their provisions in the solicitation response may result in rejection of the quote/bid/proposal.

http://www.western.edu/administration/finadmn/purchasing/wsc-procurement-rules https://www./ https://www.rockymountainbidsystem.com/ https://www.rockymountainbidsystem.com/