REQUEST FOR PR0POSALS FOR CLOUD-MANAGED ACCESS CONTROL SYSTEM
1. INTRODUCTION
Franklin Count Fiscal Court (FCFC) in partnership with Franklin County Public Schools (FCS) is
soliciting sealed proposals from qualified vendors to provide a cloudmanaged, 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
videointercomcapable 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.
2. 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.
3. MANDATORY INPERSON INTERVIEW
All vendors submitting a proposal must attend an inperson 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.
4. PROJECT SITES
This RFP includes the following schools:
Hearn Elementary
Elkhorn Elementary
Peaks Mill Elementary
Westridge Elementary
Bridgeport Elementary
5. 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.
6. SCOPE OF WORK
The selected vendor shall provide:
6.1 System Design & Engineering
A cloudmanaged access control system using centralized control panels
Outbound only communication from onprem 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:
Oneway video
Twoway audio
Remote unlock
Call routing to users or groups
6.4 Software Features
The system must include:
Multifactor 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 1year hardware warranty
Minimum 1year software support
Optional multiyear support packages
7. 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
8. 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
Multiyear 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 K12 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
9. EVALUATION CRITERIA
Proposals will be evaluated based on the following weighted criteria:
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.
10. 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
11. 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.
12. QUESTIONS
All questions must be submitted in writing to all the following:
Stella.Pollard@franklin.kyschools.us