RFP For keycard Access & Security Control System & 5 Year Support Service

Project Information

Bid Title: RFP For keycard Access & Security Control System & 5 Year Support Service
Issuing Agency: City of Alameda
Location: California
Published Date: Aug 21, 2025
Closing Date: Sep 23, 2025
Government Level: State & Local
Status: Closed
Original Source: Join to Access Full Details
Bid Inquiries: Join to Access Full Details
Bid Documents: Join to Access Full Details
Project Description: Keycard Access & Security Control System Install & 5 Year Support

The City of Alameda (City) invites proposals for a Keycard Access & Security Control System and related support services for a 5-year period.
Proposers shall read the information contained in this Request for Proposal (RFP) to understand how to submit the proposal, what documents must accompany the proposal and what legal obligations apply when the Proposer submits a proposal. Any Proposer that wishes to be considered for this work must submit the information requested in this RFP and if invited, participate in an evaluation interview panel.

The City is soliciting proposals from qualified professional firms to plan, procure, install and support a keycard access system, including the replacement of the turnkey hardware throughout three facilities – City Hall, City Hall West and the Recreation and Parks Administrative Building.

The objective is to implement a secure, scalable and user-friendly system that will improve access controls across all city-owned buildings, while enhancing safety and operational efficiency. The City currently uses the Brivo Access System at its City Hall, Main Library and Police Station. The selected vendor will be responsible for planning, procuring, installing and supporting a keyless access system throughout the facilities, specified herein, and configuring it to the Brivo platform.

The proposed work must include the ability to support up to 1,000 active individual employees, with keycards serving as photo IDs. Further, to ensure optimal security, the proposal must also include new turnkey hardware for all facilities. The proposal should also list any additional software/hardware necessary to allow the City to produce, program and issue additional cards for new employees or to replace lost/damaged cards on-site once the initial locations are complete. Vendor will also develop a phased installation schedule, and the interdepartmental protocols for departments to manage key assignments and distribution. The purpose of this RFP is to provide the City with the materials, labor, software and procedural practices to deploy and manage a keycard access system for its facilities.

DOWNLOAD THE COMPLETE RFP HERE
KEYCARD RFP APPENDICES A-C (PDF, 901KB)
KEYCARD RFP APPENDICES D-F (PDF, 70MB)

PROPOSAL FORMAT

Proposers shall submit ONE email containing two Portable Document Files (PDF)

File 1 - Project Pricing

File 2 - Remaining Proposal Documents
Submit Proposals to:

mbillington@alamedaca.gov AND pw@alamedaca.gov

Subject line of email:

Alameda Keyless RFP - [COMPANY NAME]

Proposal emails must be received by 2:00 PM on Tuesday, September 23, 2025.
^{Late proposals will not be considered.}

^{The City assumes no responsibility for delays caused by electronic delivery service. Any Proposal received prior to 2:00 PM on September 23, 2025 may be modified by written addendum or withdrawn by written request from the Proposer to the City up to the official time when all proposals are due. Section IV contains a complete list of proposal requirements.}

MANDATORY PRE-BID WALK-THROUGH

Date: Wednesday, September 3, 2025
Time: 10:00 a.m.

Locations (in order of visit):

1. City Hall – 2263 Santa Clara Avenue (Starting Point)

2. Recreation & Parks Administrative Building – 2226 Santa Clara Avenue

3. City Hall West – 950 West Mall Square (Final Location)

A sign-in sheet will be provided at the start of the walkthrough and will be posted on the City’s website following the site visits.

Important: Attendance at all sites is mandatory for prospective bidders.

DEADLINE TO SUBMIT

Questions

5:00pm on

Tuesday, September 9

RFP

2:00pm on

Tuesday, September 23

CONTACT

Mike Billington, Facilities Manager
mbillington@alamedaca.gov

ELECTRONIC SUBMITTING ONLY

Submit RFP electronically to

mbillington@alamedaca.gov
_AND
pw@alamedaca.gov
Commodity Codes: NAICS 561621Security Systems Services (except Locksmiths)

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The City of Alameda (City) invites proposals for a Keycard Access & Security Control System and related support services for a 5-year period. Proposers shall read the information contained in this Request for Proposal (RFP) to understand how to submit the proposal, what documents must accompany the proposal and what legal obligations apply when the Proposer submits a proposal. Any Proposer that wishes to be considered for this work must submit the information requested in this RFP and if invited, participate in an evaluation interview panel.
The City is soliciting proposals from qualified professional firms to plan, procure, install and support a keycard access system, including the replacement of the turnkey hardware throughout three facilities – City Hall, City Hall West and the Recreation and Parks Administrative Building. The objective is to implement a secure, scalable and user-friendly system that will improve access controls across all city-owned buildings, while enhancing safety and operational efficiency. The City currently uses the Brivo Access System at its City Hall, Main Library and Police Station. The selected vendor will be responsible for planning, procuring, installing and supporting a keyless access system throughout the facilities, specified herein, and configuring it to the Brivo platform. The proposed work must include the ability to support up to 1,000 active individual employees, with keycards serving as photo IDs. Further, to ensure optimal security, the proposal must also include new turnkey hardware for all facilities. The proposal should also list any additional software/hardware necessary to allow the City to produce, program and issue additional cards for new employees or to replace lost/damaged cards on-site once the initial locations are complete. Vendor will also develop a phased installation schedule, and the interdepartmental protocols for departments to manage key assignments and distribution. The purpose of this RFP is to provide the City with the materials, labor, software and procedural practices to deploy and manage a keycard access system for its facilities.
DOWNLOAD THE COMPLETE RFP HERE KEYCARD RFP APPENDICES A-C (PDF, 901KB) KEYCARD RFP APPENDICES D-F (PDF, 70MB)
PROPOSAL FORMAT
Proposers shall submit ONE email containing two Portable Document Files (PDF) File 1 - Project Pricing File 2 - Remaining Proposal Documents Submit Proposals to: mbillington@alamedaca.gov AND pw@alamedaca.gov Subject line of email: Alameda Keyless RFP - [COMPANY NAME] Proposal emails must be received by 2:00 PM on Tuesday, September 23, 2025. ^{Late proposals will not be considered.}
^{The City assumes no responsibility for delays caused by electronic delivery service. Any Proposal received prior to 2:00 PM on September 23, 2025 may be modified by written addendum or withdrawn by written request from the Proposer to the City up to the official time when all proposals are due. Section IV contains a complete list of proposal requirements.}

RFP For keycard Access & Security Control System & 5 Year Support Service

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