Access Control System Replacement and Maintenance

The Department of Public Works is seeking proposals from qualified vendors to replace the County’s existing access control systems with a modern, centralized, and open-architecture solution across more than 40 County locations.

The County currently operates the P2000 access control system from Johnson Controls across the majority of its facilities, with one building utilizing a standalone system provided by Open Options.

The selected firm will be responsible for the comprehensive delivery of the new system, including planning, procurement, installation, configuration, integration, and ongoing support, in accordance with the project design and specifications.

(NOTE: Project specifications and design drawings to be published as an addendum.)

Project Details

• Reference ID: 2026-RFP-00493
• Department: Public Works - Administration Services - BSS
• Department Head: Tory A. Newman (Director)

Important Dates

• Questions Due: 2026-05-21T21:00:00.000Z
• Answers Posted By: 2026-05-28T21:00:00.000Z
• Pre-Proposal Meeting: 2026-05-14T17:00:00.000Z — Microsoft Teams meeting Join: https://teams.microsoft.com/meet/259995733047868?p=BBjIyCTDxvU1yFzk1E Meeting ID: 259 995 733 047 868 Passcode: UV3bt9BX ________________________________________ Dial in by phone +1 628-212-0105,,103820659# United States, Corte Madera Find a local number Phone conference ID: 103 820 659#

Evaluation Criteria

• Project Approach (60 pts) —

  Evaluate the proposer’s understanding of the project and the quality of its plan to execute the work, including coordination, sequencing, minimizing disruption to County operations, testing/commissioning, and risk management.

   

  Subfactor	Max Points
  Understanding of Project Scope and Constraints:  Demonstrates understanding of the replacement scope, occupied facility environment, coordination needs, downtime minimization, testing, training, and closeout requirements.	25 points
  Implementation Methodology and Sequencing: Presents a clear and credible work plan, including field verification, submittals, procurement, demolition/install sequence, cutover planning, and continuity of operations.	25 points
  Quality Control, Testing, Commissioning, and Closeout: Describes QA/QC methods, testing approach, commissioning, documentation, training, and turnover process.	5 points
  Risk Management and Issue Resolution: Identifies likely risks and provides practical mitigation, escalation, and coordination strategies.	5 points

   

• Firm Qualifications (40 pts) —

  Evaluate the proposer’s demonstrated experience, staffing, technical capability, local support capacity, and subcontractor approach.

   

  Subfactor	Max Points
  Relevant Experience on Similar Projects: Quality and relevance of up to three similar projects, including comparable size, scope, complexity, public-sector or occupied-site work, schedule, budget, and outcomes.	20 points
  Firm Capacity, Technical Qualifications, and Key Personnel: Qualifications of the firm, staff, manufacturer authorizations/certifications, and overall staffing capability.	10 points
  Local Service Capability and Subcontractor Approach: Local support presence, maintenance/service capability, parts availability, and clarity/appropriateness of subcontractor roles.	10 points

   

• Price (50 pts) —

  Evaluate the proposer’s cost proposal for completeness, clarity, and reasonableness across the Schedule - A Base Bid, Schedule B - Optional Scope, and Schedule C - Post-installation service and maintenance. Evaluators should confirm that pricing is clearly separated by schedule, aligns with the requested scope, identifies assumptions and exclusions, and appears consistent with the proposer’s project approach and qualifications.

Submission Requirements

• Minimum Qualifications
• Has Proposer has been providing similar services for a minimum of four (4) years within the last seven (7) years? (required)
• At the time of bid, Contractors bidding shall have staff available within the County of San Mateo or within 55 miles of 555 County Center, Redwood City, CA 94063 (required)
• Does the firm or an individual on the project team posses a valid and current C7 Low Voltage license? (required) —

  The Proposer acknowledges and agrees that should a subcontractor holding a C7 low voltage license be utilized, the Proposer shall retain full liability and responsibility for said subcontractor’s performance and deliverables.

  A 'No' answer disqualifies proposal for this Project.

• C7 License Number/Expiration (required)
• The Contractor shall provide a standard one-year warranty commencing upon completion of the final facility upgrade and written final acceptance (required)
• Please confirm your firm is registered with System for Award Management (SAM) (required) —

  SAM.gov

• What is the registered Business Name and Unique Entity ID (UEI) No.? (required) —
  • UEI number can be obtained by registering your business through SAM.GOV
  • Should you be in the process of obtaining your UEI number, please enter the digits ‘123’ temporarily for your response below in order to proceed with proposal. This temporary number should be replaced with the correct registration number for submission of the proposal.
• Technical Proposal
• Introduction and Executive Summary (required) —

  Submit a letter of introduction and executive summary of the proposal.  The letter must contain:

  • Name, title and contact information (email, phone, and address) for representative of proposer that is responsible for communication related to this RFP.
  • Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

  Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

• Statement of Minimum Qualifications (required) —

  Describe how the proposer meets the minimum qualifications as set forth in Minimum Qualifications of this RFP.

  Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

• Project Approach (required) —

  This section should correlate to the Scope of Work .  Proposer should give a short summary describing how it will perform the relevant work

• Proposed schedule (required) —

  Attach proposed schedule reference ability to complete the project within the County's required time frame

• Firm Qualifications (required) —

  Attach information regarding background and qualifications, including the following:

  • A brief description of the proposer.
  • A description of not more than three (3) projects similar in size and scope conducted by the proposer, including the client, reference and telephone numbers, primary staff members involved, budget, schedule, and project summary.  Descriptions should be limited to one (1) page for each project.
  • If subcontractors are anticipated, identify them (if known) and provide information on how they will be used.
• Pricing Proposal - Complete and submit the attached Pricing Proposal. (required) —

  Please download the below documents, complete, and upload.

  The project is divided into the following bid components:

  • Schedule A - Base Bid: Buildings identified in Drawing Set A. Proposers shall include all labor, materials, equipment, supervision, programming, testing, commissioning, documentation, and related work required for complete performance of the Base Bid scope.
  • Schedule B - Optional Scope: Buildings identified in Drawing Set B. Proposers shall provide separate pricing for this scope. The County reserves the right to award the Optional Scope in whole or in part, or to omit it entirely.
  • Schedule C - Post-Installation Service and Maintenance: Provide separate annual pricing for optional post-installation service and maintenance for the replacement Access Control System for Years 2 through 5 following expiration of the initial one-year warranty. Schedule C may be awarded at the County’s sole discretion, in whole or in part, at initial award or at a later date.
• References (required) —

  Provide 2 references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):

• Fee Proposal (required) —

  The Fee Proposal should be submitted as a separate PDF file from the Technical Proposals detailed in Required Documents.

  The County reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.

• Agreement term (years) (required) —

  Update below if needed.

• Is there an extension to this agreement? (required) —

  Is there an extension to this agreement?

• Extension (required) —

  Modify the extension information below, if needed

• Will there be a Pre-Proposal Meeting and/or a Site Visit? (required)
• Include the information that will be covered in the site visit. (required)
• Require vendors to provide References? (required)
• References (required) —

  How many references are required by the vendor? (Number)

• Use Electronic Line Item Pricing? (required)
• Allow vendors to submit Confidential Information? (required) —

  In rare circumstances where there is an expectation that proposers will need to submit trade secrets or other confidential information in order to respond to an RFP. 

• Sample Agreement (required)