Access Control System Replacement and Maintenance

San Mateo County Department of Public Works is requesting proposals for replacement and maintenance of access control systems across more than 40 County locations, with proposals due October 14, 2026, and a mandatory pre-proposal conference on September 23, 2026. The County will award two separate contracts: an equipment, services, and installation contract with a 400-calendar-day completion timeline, and a subsequent five-year maintenance and support agreement creating an approximately seven-year total term. A Procurement Preference for Local Businesses Ordinance applies.

The scope replaces the existing Johnson Controls P2000 system (deployed across the majority of facilities) and one Open Options standalone system with a modern, centralized, open-architecture solution using Avigilon Unity-based access control with Mercury controllers. The contractor must be an authorized Avigilon integrator holding either a California C-7 Low Voltage Systems or C-10 Electrical License, with five years of continuous prime contractor experience on comparable municipal projects valued between $1 million and $2 million. The contractor furnishes all low-voltage power, Ethernet cabling, device programming, integration, and commissioning; the County provides the Avigilon base license, virtual server setup, network connectivity, and plan check coordination. Deliverables include shop drawings in AutoCAD, sequence-of-construction plans, operation and maintenance manuals, record drawings, and formal commissioning reports. The system must pass 72-hour operational testing and a 30-day continuous trouble-free operational period.

The engineer's estimate for the replacement portion is $2.399 million to $3.065 million. Pricing includes a Base Proposal for 33 County locations (Schedule A), five years of annual maintenance and support (Schedule B), and seven alternate locations (Schedule C), with unit pricing for specific replacement items. The contract requires a performance bond and payment bond each at 100 percent of the contract price and 10 percent bid security. California prevailing wage requirements apply. Liquidated damages are set at $1,000 per calendar day for schedule delays. Phase 1 evaluation (70 percent weight) assesses project approach, firm qualifications, and service plans; Phase 2 (30 percent weight) evaluates pricing. Questions and contract exceptions are due September 30, 2026. Notice of Intent to Award is expected October 26, 2026, with anticipated contract award December 8, 2026.