Project Information

Bid Title

Rekeying of DeSoto 73 Elementaries

Issuing Agency

De Soto #73 Public School District

Location

Missouri

Published Date

Jan 22, 2026

Closing Date

Mar 4, 2026

Government Level

State & Local

Status

Closed

Original Source

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Project Description

Rekeying of DeSoto 73 Elementaries

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Request for Proposals

To:​ Prospective Bidders

From:​ Joshua Phipps Assistant Superintendent of Operations

Date:​ 1/21/26

Re:​ Rekeying of the De Soto #73 School District Elementaries

De Soto #73 School District is requesting competitive proposals from vendors for Rekeying at

Athena Elementary located at 3775 Athena School Rd, DeSoto, MO 63020 and Vineland

Elementary located at 650 Vineland School Rd , De Soto, MO 63020. Enclosed is a Request for

Proposal (RFP). All responsive proposals must comply with applicable federal, state, and local

regulations. Information regarding the services to be provided, information which must be submitted

as part of the Proposal, and related details are included in the accompanying RFP.

Proposals will be accepted no later than 9:00 a.m., Wednesday, March 4th, 2026. No late

submittals will be accepted. The Board of Education reserves the right to accept or reject any or all

Proposals, to waive any irregularities, and to accept the Proposal that is in the best interest of the

District. The award for the Rekeying of the De Soto #73 School District Elementaries may be

considered by the board at its next meeting after the bid due date.

Contact Information for Questions

Questions may be directed to Travis Rogers, Director of Facilities, via phone at (636) 586-8854

or via email at rogers.travis@desoto.k12.mo.us

Proposal bid packet and specifications may be obtained by accessing the District Website at

www.desoto.k12.mo.us/administration/request_for_bids

There will be a mandatory site visit February 18th, 2026

Interested firms are to submit three (3) copies of their response to the RFP and one electronic copy to

rogers.travis@desoto.k12.mo.us.

Proposals shall be delivered in sealed envelopes clearly marked as indicated below.

De Soto #73 School District

Attn: Joshua Phipps

610 Vineland School Road

De Soto, MO 63020

RE: Rekeying of the De Soto #73 School District

Important Dates

PRE-BID MEETING/SITE VISIT…Mandatory Site Visit: Friday, February 18th, 2026, at

12:00pm. CST

We will meet at the Vineland Elementary main entrance located at 650 Vineland School Rd DeSoto

MO 63020. From there we will visit Athena Elementary if needed.

RETURN DATE and TIME……………Wednesday, March 4th, 2026, at 9:00 a.m. local time

BID OPENING DATE and TIME ………………….Wednesday, March 4th, 2026 at 9:05 a.m.

at the Central Office, 610 Vineland School Road, De Soto, MO 63020 All proposals submitted with

RFP Bid Form must be delivered to the Superintendent Office before 9:00 a.m. on Wednesday,

March 4th, 2026, to be considered for evaluation. Proposals received after this time may not be

accepted and may be returned to the vendor unopened.

De Soto #73 School District

REQUEST FOR PROPOSAL

Title: Rekeying of the De Soto #73 School District Elementaries Issue Date: 1/21/26

Contact Person: Joshua Phipps ​ ​

​

​

​

Phone: (636) 586-1000

Email: phipps.joshua@desoto.k12.mo.us

RETURN PROPOSAL NO LATER THAN: Wednesday, March 4th, 2026, at 9 a.m. CST​

RETURN PROPOSAL AND ADDENDA TO:

​

De Soto #73 School District

​

ATTN: Joshua Phipps

​

610 Vineland School Road

​

De Soto, MO 63020

​

RE: Rekeying of the De Soto #73 School District

Request for Proposal Specifications

The De Soto #73 School District is seeking competitive proposals for Rekeying of the De Soto #73

Elementary Schools and prep for future building rekeying.

Vineland Estimated Doors: 196

Athena Estimated Doors: 111

Project Scope of Work:

The price must include all materials, labor, and permits (if applicable) required to complete the

project.

●​ Hardware Removal/Replacement: Remove existing door hardware (locks, knobs/levers,

exit devices, etc.) where needed. Replace any incompatible, damaged, or non-functioning

hardware with new ADA compliant hardware. All installed hardware must meet ADA and

fire/egress codes (e.g. panic bars, door closers, lever handles, etc.) and maintain secure

egress. Existing hardware in good condition that can be reused with the new

core/cylinder may be retained at the District’s discretion. (To our knowledge there is not a

system that can work within our current schlage door handles that would be restricted)

●​ New Key System Installation: Provide and install a new mechanical master-key system

using a restricted keyway. Key each door with a unique key (no two doors keyed alike),

except where code requires keyed-alike (none for offices/classrooms). Arrange the keying

so that there is one master key for Athena Elementary, one master key for Vineland

Elementary, and one grand master key that operates all doors district-wide. Supply and

pin new cylinders or cores as needed.

●​ Restricted Keyway: The keyway must be patented and controlled so that key blanks can

only be obtained through the manufacturer or authorized distributors. Unauthorized

duplication of keys (e.g. at a hardware store) must be prevented. The vendor shall handle

all required authorizations for restricted key orders and maintain strict key control. (For

example, most restricted key systems require ordering blanks only from approved

dealers.)

●​ Key Delivery & Documentation: Furnish sufficient copies of each key (door keys,

building master keys, and grand master keys). At minimum, provide three (3) copies of

each individual door key and ten (10) master keys per building plus ten (10) grand

master keys. Keys must be clearly stamped or serialized. Deliver a complete keying

schedule/cut sheet showing all core combinations and the master-key hierarchy. All keys,

keying records, and documentation will become property of the District upon completion.

The system must be able to grow to accommodate our remaining buildings (5) when the

district is ready.

●​ Standards and Certifications: All new cylinders should be high-security, UL 437-listed

(or equivalent) rated products. All lock installations shall meet ANSI/BHMA A156

standards for door hardware. Equipment and installation must comply with ADA

accessibility standards and local fire/life-safety codes.

●​ Training Demonstration: The vendor shall provide a brief hands-on demonstration to

District maintenance personnel on re-pinning or re-keying the new cores. (Formal

training is not required, but an overview of the system and procedure is appreciated.)

●​ Warranty: Provide at least a one-year warranty covering defects in materials and

workmanship. Any adjustments needed during the warranty period must be completed at

no additional cost.

Requirements and Constraints

●​ Mechanical-Only: The project scope is strictly mechanical. No electronic card readers,

electric strikes, or access-control wiring are to be installed. All door locks and exit

devices will be purely mechanical.

●​ Key Control: The new system must use a patented restricted keyway such that standard

hardware-store key cutting machines cannot duplicate the keys. Patents and factory key

control must ensure that only authorized personnel can order new blanks.

●​ Unique Keying: Each door’s cylinder shall be pinned so that it is operated by one unique

key, except for the designated master keys. No “keyed-alike” groups (beyond masters)

are permitted.

●​ Master Keying: The master keying shall be planned and documented to allow (1) all keys

on one building to be opened by that building’s master key, and (2) one grand master key

to open every door in both buildings and all future buildings. Provide five (5) grand

master keys, ten (10) master keys per building, and the required number of individual

door keys times three (3). Meaning each door will have 3 keys for it.

●​ Cylinders and Hardware: Use new lock cylinders, cores, and keys. Any high-security or

restricted cylinders used (e.g. Schlage Primus® or Everest series) must carry UL 437

listing or be proven equivalent in security.

●​ Codes and Compliance: All work must comply with the Missouri Building Code, fire and

egress codes (e.g. NFPA 101), and ADA guidelines. For example, lever handles should be

used where required for accessibility. Any new hardware must be fire-rating certified

where applicable.

●​ District Responsibility: After installation, the District will assume responsibility for the

system. The vendor shall not retain extra master keys or copies of the keying information

beyond what is provided to the District. All final keys, cores, and documentation become

District property.

Project Timeline and Penalties

●​ Start Date: Work is expected to begin in late May 2026 (May 22nd after school sessions

end unless we have inclement weather days).

●​ Completion Deadline: All work must be fully completed and accepted by August 7, 2026.

The District summer break schedule allows for uninterrupted work during June–July; the

schedule should minimize any impact on school operations.

●​ Liquidated Damages: A penalty of $500 per calendar day will be assessed for each day

the project extends beyond the August 7, 2026 deadline (unless an approved change order

delays completion). The contractor is responsible for completing all tasks on time.

Vendor Qualifications and Certifications

●​ Manufacturer Authorization: The vendor should be an authorized distributor or

installer for the selected lock hardware (e.g., an Allegion/Schlage Certified Systems

Supplier). Restricted key systems require ordering keys through the manufacturer’s

distribution channels, so vendor access to that channel is required.

●​ Experience: Prior experience with school or institutional re-key projects is preferred.

Provide references for at least three (3) similar projects completed in the last five years,

preferably in K-12 settings. Each reference should include contact information and a

brief project description.

●​ Regulatory Compliance: Personnel must abide by all District security policies and

undergo background checks or badge issuance as required for on-campus work.​

Vendor Responsibilities

●​ Project Management: The vendor shall schedule and perform all work in coordination

with the District’s Facilities Department. A project manager must be designated to liaise

with District staff and provide regular progress updates. The vendor is responsible for

obtaining any permits or approvals required by local authorities.

●​ Materials and Labor: Furnish all labor, materials, equipment, and supervision necessary

to complete the project as specified. This includes all new lock cylinders, core pins, keys,

key rings, key tags, and door hardware. All materials must be new (unless explicitly

reusing in-service components).

●​ Installation: Install or retrofit all locks, cylinders, cores, and hardware according to

manufacturer instructions and industry best practices. Provide any necessary drilling or

machining for new cylinder installation, including fire-rated lock preparation. Ensure all

locks are keyed, assembled, and mounted correctly.

●​ Testing: After installation, the vendor shall test every lock and key for proper operation.

Verify that each door key only operates its assigned door, that the building master keys

operate their building’s doors, and that the grand master key opens all doors. Correct

any discrepancies before final acceptance.

●​ Documentation: Upon completion, deliver a full set of system documentation to the

District. This includes a keying schedule with cylinder codes, a list of all key holders (key

numbers), ten grand master keys, ten per building master keys, and sufficient copies of

each individual key (3). Provide record cards or an electronic file (e.g. Allegion

Overture® report) as desired.

●​ Demonstration: Conduct a brief demonstration with District maintenance staff covering

the core removal and re-pinning process for the new cylinders. Ensure staff understand

the keying diagram and how to request additional keys if necessary.

●​ Site Cleanup: Remove and properly dispose of all replaced hardware and packaging.

Keep work areas clean and safe. Restoration of any surfaces (e.g., paint touch-up)

disturbed by the work is the vendor’s responsibility.

●​ Warranty Service: Respond promptly to any warranty issues or service requests after

completion. Repairs or adjustments during the warranty period must be performed at no

additional cost.

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