REQUEST FOR PR0POSALS FOR CLOUD-MANAGED ACCESS CONTROL SYSTEM
- INTRODUCTION
Franklin Count Fiscal Court (FCFC) in partnership with Franklin County Public Schools (FCS) is soliciting sealed proposals from qualified vendors to provide a cloud managed, centralized access control system for multiple district facilities. The system must support centralized panel architecture, secure cloud administration, integration with district radio systems, and optional video intercom capable credential readers at the main entrance of each school.
This project is funded in part through the COPS Office School Violence Prevention Program (SVPP). Vendors must comply with all applicable federal requirements.
This procurement will be awarded based on best value, not price alone. Vendor experience, technical capability, and familiarity with Kentucky Education Technology Systems (KETS) will be significant evaluation factors.
FCFC and FCS are committed to full and open competition. No requirements in this RFP are intended to restrict competition. - PROJECT CONTACT
All communication regarding this RFP must be directed to:
Stella Pollard
Franklin County Public Schools
Email: Stella.Pollard@franklin.kyschools.us
Responses will be shared with all known prospective vendors to ensure equal access to information. - MANDATORY IN PERSON INTERVIEW
All vendors submitting a proposal must attend an in person interview with the FCS IT team.
• Date: Tuesday, June 9, 2026, through Thursday, June 11, 2026
• Location: FCS Central Office (address provided upon scheduling)
• Scheduling: Vendors must email Stella.Pollard@franklin.kyschools.us to reserve a time.
• Required Attendees: Project Manager and Lead Technical Representative
Failure to attend the interview will result in disqualification. - PROJECT SITES
This RFP includes the following schools:
• Hearn Elementary
• Elkhorn Elementary
• Peaks Mill Elementary
• Westridge Elementary
• Bridgeport Elementary - BUILDING INFORMATION
School maps and floor plans cannot be shared publicly. They will be made available upon request to vendors who submit an Intent to Propose.
See Appendix A for Intent to Propose form.
On-site visits can be scheduled from Tuesday, June 9, 2026, through Thursday, June 11, 2026. Scheduling is required, please email Stella.Pollard@franklin.kyschools.us for confirmation of availability. Please email at least 24 hours prior to the requested visit. - SCOPE OF WORK
The selected vendor shall provide:
6.1 System Design & Engineering
• A cloud managed access control system using centralized control panels
• Outbound only communication from on prem hardware to cloud host
• Scalable architecture supporting unlimited or high capacity users, schedules, and events
• Secure administrative portal for configuration, monitoring, and reporting
6.2 Hardware & Installation
• Centralized access control panels
• Door controllers, credential readers, and associated hardware
• Optional video intercom credential readers at school main entrances
• Cabling, power supplies, and all required accessories
• Integration with existing door hardware where possible
6.3 Integrations
The system must support:
• Integration with district radio systems for emergency workflows
• Optional video intercom functionality including:
o One way video
o Two way audio
o Remote unlock
o Call routing to users or groups
6.4 Software Features
The system must include:
• Multi factor authentication (MFA)
• TLS encrypted communication
• Role based administrative permissions
• SSO support (Azure AD, Google, Okta, etc.)
• Real time dashboards for hardware status and entry activity
• Configurable alerts (email/SMS)
• Exportable activity logs and audit trails
6.5 Training & Documentation
Vendor must provide:
• Administrator training for IT and school staff
• System documentation
• As built drawings
• Configuration backups
6.6 Warranty & Support
• Minimum 1 year hardware warranty
• Minimum 1 year software support
• Optional multi year support packages - VENDOR QUALIFICATIONS
Vendors must demonstrate:
• Experience working with KETS and Kentucky school district environments
• Prior installation of cloud managed access control systems of similar scale
• Appropriate licensing for access control/security installation
• Manufacturer certifications for proposed hardware/software
• Ability to provide references for comparable projects - PROPOSAL SUBMISSION REQUIREMENTS
Proposals must include:
8.1 Company Information
• Company overview
• Years in business
• Certifications and licenses
• KETS experience summary
8.2 Technical Proposal
• System architecture description
• Hardware list
• Software capabilities
• Integration approach (radio systems, video intercom, etc.)
• Network requirements
• Implementation plan and timeline
8.3 Cost Proposal
• Itemized hardware pricing
• Itemized labor pricing
• Optional components (video intercom readers, additional panels, etc.)
• Annual licensing or subscription fees
• Multi year support options
• To ensure a smooth project, we ask that your bid be highly detailed and transparent. Please outline all scope elements, assumptions, and potential variables so we can minimize the risk of unforeseen change orders. Our goal is to establish clear expectations from the start.
8.4 References
• Minimum of three (3) references for similar K 12 or public sector projects
8.5 Submission
Five (5) copies of the proposal should be submitted to FCFC by 4:30 p.m. EST on Friday, June 12, 2026, at the following address:
Franklin County Fiscal Court
Attention: Belinda Dimas, COPS SVPP RFP
321 West Main Street
Frankfort, KY 40601 - EVALUATION CRITERIA
Proposals will be evaluated based on the following weighted criteria:
Evaluation Category Weight
Technical Compliance 10%
Vendor Experience and KETS Familiarity 25%
Interview Performance 20%
Implementation Plan 15%
Cost Proposal 30%
FCFC and FCS reserve the right to negotiate with the highest ranked vendor.
- TIMELINE
RFP Issued – State Journal and FCS & FCFC Websites Wednesday, 5/27/2026
Intent to Propose Due Friday, 6/5/2026
Mandatory Interviews Tuesday 6/9/2026 – Thursday 6/11/2026
Proposals Due Friday, 6/12/2026
Evaluation Period Monday, 6/15/2026 – Friday, 6/19/2026
Vendor Selection Monday, 6/22/2026
Fiscal Court Vendor Contract Approval Wednesday, 6/30/2026
Project Start Work Date Wednesday, 7/1/2026
Project Completion Date Friday, 7/31/2026 - GENERAL TERMS & CONDITIONS
• FCFC and FCS reserves the right to reject any or all proposals.
• FCFC and FCS may request additional information or clarification.
• All submitted materials become the property of FCFC and FCS.
• Vendors are responsible for all costs associated with proposal preparation.
Vendors must be registered and maintain active status in SAM.gov at the time of proposal submission and throughout the term of any resulting contract. By submitting a proposal, the Vendor certifies that it is not debarred, suspended, or otherwise excluded from participation in federal programs in accordance with 2 CFR Part 180 and 2 CFR Part 2867. FCFC will verify eligibility via SAM.gov prior to award. Failure to meet these requirements may result in disqualification, termination, or disallowance of costs. - QUESTIONS
All questions must be submitted in writing to all the following:
Stella.Pollard@franklin.kyschools.us
Nathan.Simpson@franklin.kyschools.us
Jonathan.Winkle@franklin.kyschools.us
APPENDIX A
INTENT TO APPLY
NOTICE OF INTENT TO APPLY / INTENT TO SUBMIT PROPOSAL
Cloud-Managed Access Control System Installation Project
Intent to Apply Due Date: Friday, June 6, 2026
RFP Proposal Due Date: Friday, June 12, 2026
PURPOSE
Franklin County Fiscal Court (FCFC) and Franklin County Schools (FCS) are requesting a non-binding Notice of Intent to Apply from contractors interested in submitting a proposal for the installation, integration, and commissioning of electronic access control systems at five (5) school campuses under a federal COPS School Violence Prevention Program (SVPP) grant-funded project.
Submission of this form is intended for administrative and communication purposes only and does not obligate the Contractor, FCFC or FCS.
CONTRACTOR INFORMATION
Legal Company Name:
DBA (if applicable):
Business Address:
City/State/Zip:
Primary Contact Name:
Title:
Phone Number:
Email Address:
Company Website:
Federal UEI Number:
CONTRACTOR ACKNOWLEDGMENTS
By signing below, Contractor acknowledges and certifies:
☐ Contractor intends to submit a proposal for this project.
☐ Contractor is properly licensed and insured to perform the work described.
☐ Contractor has reviewed the RFP requirements and understands the project scope.
☐ Contractor acknowledges that this project may be funded in whole or in part through federal grant funding and agrees to comply with applicable procurement and grant requirements.
☐ Contractor is not presently debarred, suspended, or otherwise prohibited from participating in federally funded contracts.
☐ Contractor understands that submission of this Notice of Intent is non-binding and does not guarantee award of a contract.
AUTHORIZED SIGNATURE
Authorized Representative Name:
Title:
Signature:
Date:
SUBMISSION INSTRUCTIONS
Submit completed Notice of Intent to Apply via email to: stella.pollard@franklin.kyschools.us and belinda.dimas@franklincounty.ky.gov