Door Access Readers

The City of Wheat Ridge, Colorado is seeking responsive and responsible proposals through Request for Proposals #26-17 to replace its existing AMAG electronic access control system with a modern, cloud-managed or on-premises Electronic Access Control System (EACS). The procurement encompasses the complete replacement of access control infrastructure managing approximately 92 door readers, 400+ users, and 46 reader groups across City facilities. The proposed system must support secure facility access with badge credentials and key fobs, centralized administration with role-based permissions, scalable credential management, remote lock/unlock capabilities, scheduled access windows, multi-factor authentication, single sign-on capability, audit logging with tamper protection, and 24/7 support with local service availability. Key deliverables include hardware installation, software licensing, implementation services, administrator training, and documented warranties and maintenance policies. The RFP was issued on March 18, 2026, with a non-mandatory pre-proposal meeting and site walk scheduled for April 6, 2026, at 11:00 AM at Wheat Ridge City Hall; the question acceptance deadline is April 6, 2026, at 2:00 PM, and proposals are due by April 23, 2026, at 2:00 PM via the City's OpenGov Procurement Portal. Evaluation will utilize a Best Value procurement model scoring proposals on firm capabilities and references for similar work (20 points), staff scope of submission and experience (15 points), effective approach and timeline (20 points), plan effectiveness and customer service (15 points), and price and total cost of ownership (30 points), with an anticipated contract date of April 30, 2026.

The City of Wheat Ridge is exempt from sales and use taxes and does not require sales tax inclusion in proposals. The contract will include automatic annual renewals if performance is deemed acceptable and pricing remains consistent with the RFP response, provided the City does not elect to rebid or terminate the agreement; pricing must remain firm for one year following acceptance, with subsequent price increase requests limited to one adjustment per contract term, and increases exceeding 10 percent subject to resolicitation. Required insurance includes workers' compensation at statutory limits, commercial general liability with minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate, professional liability or errors and omissions coverage of $1,000,000, and other coverages as specified, with the City named as additional insured. The contract must comply with Colorado accessibility standards and disadvantaged business enterprise non-discrimination assurances, with cooperative procurement participation available to MAPO and CPEC members. Vendors must submit separate pricing for hardware, software licensing, implementation services, training, and annual recurring costs, specifying a maximum percentage increase for renewal years. The City reserves the right to conduct oral interviews with short-listed firms, perform reference checks, and negotiate final terms with the highest-ranked proposer.