WPS_RFP_Door_Access_Control_2026 03.pdf

Watervliet Public Schools – RFP: Door Access Control System

WATERVLIET PUBLIC SCHOOLS

Request for Proposal Door Access Control System

RFP Issue Date: March 13, 2026 | Proposals Due: April 08, 2026 by 2:00 PM EST

1. Introduction Watervliet Public Schools (the “District”), located in Berrien County, Michigan, is soliciting sealed proposals from qualified vendors for the purchase, installation, and configuration of a cloud-based door access control system across three campus buildings. The District seeks a modern, unified platform that improves building safety, enables emergency lockdown capabilities, and reduces long-term administrative burden.

2. District Overview The District operates the following buildings, all located in Watervliet, Michigan 49098:

• South Elementary School – 433 Lucinda Lane

• North Elementary School – 287 W. Baldwin Avenue

• Watervliet High School / Middle School – 450 E. Saint Joseph Street

3. Scope of Work The selected vendor shall furnish all equipment, materials, software licensing, and labor necessary to deliver a fully operational door access control system at each building.

3.1 Hardware

Provide and install cloud-managed access controllers, door readers, and all associated mounting hardware. The system must support 1-door, 4-door, and 16-door controller form factors to allow flexible deployment across buildings of varying size. The estimated configuration is shown below; final quantities will be confirmed during the mandatory pre-bid site walk.

Building Controller Configuration Readers (Est.) Cat6 Runs

South Elementary 433 Lucinda Lane Watervliet, MI 49098

2x 4-door controllers(1-door units may supplement)

[TBD] As needed

North Elementary 287 W.

Baldwin Avenue Watervliet, MI 49098

2x 4-door controllers(1-door units may supplement)

[TBD] As needed

High School/Middle School 450 E. Saint Joseph St. Watervliet, MI 49098

Combination of 1-door,4-door, and 16-doorcontrollers as needed

[TBD] As needed

Reader counts are placeholders pending the site walk. Vendors should recommend quantities based on observed entry points, including main entrances, staff doors, gymnasium and cafeteria access, and exterior doors identified by the District.

3.2 Cabling

Provide and install all necessary low-voltage cabling, including Cat6 Ethernet cable runs from controllers to door readers and from readers to network switches. Proposals must include:

• Per-run pricing for new Cat6 cable drops (plenum-rated where required by code)

• Identification of existing network infrastructure that can be reused

• Conduit, J-hooks, cable management, and fire-stop materials as needed

• Labeling and documentation of all new cable runs per TIA/EIA-568 standards

3.3 Labor

All labor for physical installation, electrical connections, network configuration, system programming, and commissioning. This includes:

• Mounting controllers and readers at each door location

• Connecting to existing door hardware (electric strikes, mag-locks, REX devices)

• Network configuration and integration with District switches and VLANs

• System programming: access groups, schedules, lockdown profiles, and alert rules

• Final testing, walk-through, and punch-list resolution at each building

3.4 Software & Licensing

The District requires a 10-year software license covering:

• Cloud management platform – per-door licensing for the full 10-year term

• All firmware and software updates delivered over-the-air at no additional cost during the license term

• Unlimited administrator and user accounts

• Mobile app access for staff credentialing and remote door control

Vendors must provide a clear year-over-year cost breakdown for the 10-year term and identify any renewal, escalation, or end-of-term clauses.

4. Mandatory Platform Requirements The proposed system must meet all of the following technical and operational requirements.

Failure to demonstrate compliance with any mandatory item may result in disqualification.

4.1 Cloud-Managed Architecture

• Entire system managed from a single, unified cloud-based platform accessible via any standard web browser and a dedicated mobile application – no on premise servers, databases, or dedicated software clients required.

• All door controllers must configure automatically upon network connection and receive firmware and feature updates over-the-air at no additional cost.

• Centralized management of all buildings, doors, users, credentials, schedules, and alert rules from a single administrative dashboard.

4.2 Emergency Lockdown

• One-tap, district-wide or building-specific lockdown capability triggered from a web browser, mobile device, or physical panic button.

• Immediate, verifiable door-state confirmation following lockdown initiation.

• Ability to configure custom lockdown scenarios (e.g., lockdown exterior doors while keeping interior corridors accessible for evacuation).

• System must support automatic provisioning of temporary first-responder credentials during an active emergency.

4.3 Hybrid Cloud Failover & Resilience

• Controllers must store the latest access configurations on-device and continue enforcing access policies during internet outages via local peer-to-peer LAN communication.

• Onboard battery backup or compatibility with backup battery accessories to maintain door functionality during power outages.

• All changes made in the cloud during an outage must sync automatically to controllers upon reconnection.

4.4 Native Video Security Integration

• Platform must natively associate video security cameras with individual door events on the same management dashboard, providing unified visual verification of access activity.

• Camera hardware is not included in this RFP scope; however, integration readiness with the vendor’s own camera product line is required for future deployment.

• Support for AI-powered person-of-interest (POI) alerts when paired with the vendor’s camera system.

4.5 Credentials & Reader Capabilities

• Readers must support low-frequency and high-frequency NFC cards, key fobs, and

Bluetooth Low Energy (BLE) mobile credentials via a dedicated smartphone app.

• Support for Apple Wallet and/or Google Wallet mobile credential distribution.

• Double-badge schedule override: authorized staff must be able to override a door’s schedule by tapping their credential twice at the reader, without needing dashboard access.

4.6 Guest Management & Intercom Readiness

• Platform must support future addition of a visitor management (guest check-in) module on the same cloud dashboard for front-office visitor screening, badge printing, and watch list checks.

• Platform must support future addition of video intercom devices at main entries, managed from the same dashboard and mobile app.

4.7 Additional Platform Requirements

• Industry-leading hardware warranty of no less than 10 years on all controllers and readers.

• Open API for integration with the District’s student information system (SIS), HR platforms, and third-party systems.

• Comprehensive, exportable audit trail of all door events, credential changes, and administrator actions.

• Modular per-door licensing model – the District must only pay for doors actively controlled, not for unused controller capacity.

• Fire alarm interface (FAI) on multi-door controllers to cut power to fail-safe locks and enable free egress in an emergency.

• Environmental sensor integration readiness (temperature, humidity, air quality) on the same platform for future deployment.

• NDAA-compliant hardware.

5. Prevailing Wage Compliance This project may be subject to the Michigan Prevailing Wages on State Projects Act (Public Act 10 of 2023, MCL 408.1101 et seq.). All contractors and subcontractors shall comply with applicable prevailing wage and fringe benefit requirements for Berrien County, Michigan.

The current Berrien County prevailing wage rate schedule is available from the Michigan Department of Labor and Economic Opportunity at: michigan.gov/leo – Prevailing Wages by County Direct link to Berrien County rate schedule (PDF): Berrien County Prevailing Wage Rates

Contractors must maintain certified payroll records and post prevailing rate schedules at the work site. Rates in effect at the time of contract execution shall govern. If the contract is not awarded within 90 days of the rate determination, a re-determination must be requested.

6. Background Check Requirements All vendor personnel – including but not limited to project managers, technicians, electricians, cabling installers, laborers, and any subcontractor employees – who will be present on District property at any time during this project must pass a criminal background check in compliance with Michigan law (MCL 380.1230 et seq.) prior to commencing work. The District reserves the right to deny building access to any individual who does not satisfy this requirement.

Background check costs are the responsibility of the vendor.

7. Proposal Requirements Each proposal must include the following:

• Company profile: name, address, years in business, and manufacturer partnership or certification level https://www.michigan.gov/leo/bureaus-agencies/ber/wage-and-hour/prevailing-wage/prevailing-wages-by-county https://www.michigan.gov/leo/bureaus-agencies/ber/wage-and-hour/prevailing-wage/prevailing-wages-by-county https://www.michigan.gov/leo/bureaus-agencies/ber/wage-and-hour/prevailing-wage/prevailing-wages-by-county https://www.michigan.gov/leo/-/media/Project/Websites/leo/Documents/PWRS-By-County/Berrien.pdf https://www.michigan.gov/leo/-/media/Project/Websites/leo/Documents/PWRS-By-County/Berrien.pdf https://www.michigan.gov/leo/-/media/Project/Websites/leo/Documents/PWRS-By-County/Berrien.pdf

• Completed pricing schedule per Section 8 of this RFP

• Detailed scope narrative addressing all items in Sections 3 and 4

• Proof of authorization as a certified dealer and installer for the proposed platform

• Minimum of three (3) K–12 school district references with contact information

• Proposed project timeline, including site walk, installation, and commissioning dates

• Proof of insurance: general liability ($1,000,000 minimum), workers’ compensation, and automobile liability

• Michigan contractor registration and prevailing wage compliance documentation (if applicable)

• Warranty terms and post-installation support plan

• Any exceptions, deviations, or assumptions relative to this RFP

8. Pricing Schedule Complete the following pricing table. Provide unit costs and extended totals. The District reserves the right to award by building, by line item, or as a total package.

Line Item Unit Cost Extended

1-Door Controller (each) $__________ $__________

4-Door Controller (each) $__________ $__________

16-Door Controller (each) $__________ $__________

Door Reader (each) $__________ $__________

South Elementary – Controllers + Readers $__________ $__________

North Elementary – Controllers + Readers $__________ $__________

HS/MS – Controllers + Readers $__________ $__________

Cat6 Cabling (per run, plenum-rated) $__________ $__________

Labor – Installation & Configuration $__________ $__________

10-Year Cloud Software License (per door) $__________ $__________

Cloud Management Platform License $__________ $__________

Warranty / Extended Support $__________ $__________

TOTAL PROJECT COST $__________ $__________

All pricing shall remain firm for 90 days from the proposal due date.

9. Evaluation Criteria Proposals will be evaluated based on the following weighted criteria. The District is not obligated to accept the lowest-cost proposal and reserves the right to reject any or all proposals and to waive minor irregularities.

Criteria Weight

Total cost of ownership (10-year) 25%

Technical capability & platform requirements 25%

K–12 school district experience & references 15%

Installation timeline & minimal disruption 15%

Warranty & ongoing support 10%

Compliance with all RFP requirements 10%

10. Submission Instructions

• Proposals Due: Wednesday, April 08, 2026, no later than 2:00 PM Eastern Time

• Submit sealed proposals (one original + one electronic copy on USB) to:

Watervliet Public Schools

Attn: Joe Bergthold, Finance Director 450 E. Saint Joseph Street

Watervliet, MI 49098

• Electronic submissions via email to joseph.bergthold@watervlietps.org will also be accepted

• Mark sealed envelope: “RFP – Door Access Control System – DO NOT OPEN”

• Late submissions will not be considered

11. Mandatory Pre-Bid Site Walk A mandatory pre-bid site walk of all three buildings will be held on March 30, 2026 at 10:00am beginning at the High School. Attendance is required to submit a proposal. Vendors will have the opportunity to assess existing door hardware, network infrastructure, cabling pathways, and electrical capacity. Questions arising from the site walk must be submitted in writing by April 03, 2026.

12. Terms & Conditions

• Reservation of Rights: The Board of Education reserves the right to accept or reject any or all proposals, in whole or in part, and to waive any informalities or irregularities in proposals. The District is not obligated to accept the lowest-cost proposal.

• Non-Collusion: By submitting a proposal, the respondent certifies that the proposal is made without collusion with any other respondent.

• Hold Harmless & Indemnification: The selected vendor shall indemnify and hold harmless the District, its Board of Education, officers, employees, and agents from any and all claims, damages, losses, and expenses arising from the vendor’s performance under this contract.

• Background Checks: All vendor and subcontractor personnel, including laborers, must satisfy the background check requirements described in Section 6 of this RFP.

• FERPA Compliance: The vendor shall comply with the Family Educational Rights and Privacy Act (FERPA) and shall not access, use, or disclose student education records.

• Insurance: The selected vendor shall maintain general liability, workers’ compensation, and automobile liability insurance throughout the project term and shall name the District as an additional insured.

• E-Rate Awareness: While this RFP is not currently structured as an E-Rate procurement, the District reserves the right to pursue E-Rate or other federal or state funding. Vendors should be prepared to comply with applicable procurement documentation if requested.

• Change Orders: No work beyond the agreed scope shall be performed without prior written authorization from the District. All change orders must be approved by the Superintendent or designee.

• Data Ownership: All access control data, event logs, credential information, and system configurations generated on the District’s system remain the exclusive property of the District. Upon termination or expiration, the vendor shall provide a full data export in an industry-standard format.

• Termination: The District may terminate the contract for cause with 30 days’ written notice if the vendor fails to perform. The District may also terminate for convenience with 60 days’ notice, with payment for work completed to date.

• Prevailing Wage: The contractor and all subcontractors shall comply with Section 5 of this RFP regarding Michigan prevailing wage requirements.

13. Questions & Communication All questions regarding this RFP must be submitted in writing via email to wtiefenbach@watervlietps.org no later than April 03, 2026. Responses will be issued as written addenda to all registered respondents. No oral representations shall modify or supplement this RFP.

Contact for this RFP:

William Tiefenbach, Director of Technology Watervliet Public Schools

(269) 463-0300 | wtiefenbach@watervlietps.org

Issued by Authority of the Board of Education

Watervliet Public Schools, Berrien County, Michigan John Oliphant, President, Board of Education Kevin Schooley, Superintendent