Secured Access/KeyCard System

Coleman Community Schools, a Michigan public school district located in Macomb County and Columbiaville Village, issued a Request for Proposal (RFP) for the procurement and installation of a secured access/keycard system with integrated HVAC and motion monitoring capabilities. The system must provide networked access control across six school buildings—the Junior/Senior High School, Family Center, Elementary School, Administration Office, Transportation Building, and Agri-Science Center—and support multiple user access groups with both read-only and full access permissions. The deliverables include up to 200 access cards with key fob options, door open/close monitors, building motion sensors, dry contact monitors distributed across all six locations, a networked system with internal and external web access utilizing HTML/HTML 5 preferred standards, and comprehensive staff training for 2-4 personnel covering two hours of instruction. Vendors were required to attend a mandatory walkthrough scheduled for April 3, 2019, at 8:30 a.m., submit written questions by April 18, 2019, with answers distributed by April 19, 2019, and submit sealed bids by April 22, 2019, at 3:00 p.m. EST. The district projected notification of the selected vendor by May 3, 2019, with all work to be completed by August 23, 2019. Pricing submissions must include delivery to the point of use and be exclusive of applicable taxes, with all pricing valid for 90 days following the bid due date.

Vendors responding to this opportunity must demonstrate compliance with Michigan state laws, including school safety initiative legislation (MCL 380.1230 and related statutes) and the Iran Economic Sanctions Act (Michigan Public Act 517 of 2012), and must disclose any familial relationships with school board members or superintendents. Vendors are required to provide manufacturer's written guarantees and evidence of service capability, and must submit required affidavits acknowledging compliance certifications. Subcontracting of any portion of the work is prohibited without written superintendent approval. The RFP does not specify set-aside designations for disadvantaged enterprises, nor does it identify incumbent vendors or current contractors. No incumbent technology or existing infrastructure integration requirements are detailed in the available documentation. The RFP does not provide an explicit budget range or award value; however, the scope and complexity of the project across six buildings with multiple system components suggest a substantial procurement. The district explicitly reserves the right to reject any or all bids, award to other than the lowest bidder, increase or decrease the quantity of entrances post-award, and waive any bid requirements at its discretion.