RFP - Card Readers for Staff Computer Access

ST. CHARLES CITY-COUNTY LIBRARY DISTRICT
Request for Proposals
Card Readers for Staff Computer Access
September 9, 2026

REQUEST FOR PROPOSALS
Card Readers for Staff Computer Access
September 9, 2026
The St. Charles City-County Library is requesting proposals from a qualified company to
establish a contract to provide a card reader system for staff computers in the Library District.
To be considered as responsive, Proposers must respond to this solicitation in accordance with
the requirements, specifications, terms, and provisions as described and set forth herein.
Proposals must embrace a concept that the successful Proposer will satisfy all of the objectives in
the most cost-effective and efficient way possible as outlined in this document.
The Proposal must be received no later than 3:00 p.m. on Wednesday, October 14, 2026 by:
Mr. Zach Campbell, IT Services Manager
St. Charles City-County Library District
77 Boone Hills Drive
St. Peters, Missouri 63376
To preserve the integrity of the selection process, questions regarding this Request for Proposals
should only be directed to Mr. Zach Campbell, IT Services Manager. If you have any questions,
please contact Mr. Campbell at zcampbell@stchlibrary.org prior to 3:00 PM, CT, on Friday,
September 25, 2026.
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ST. CHARLES CITY-COUNTY LIBRARY DISTRICT
Request for Proposals
Card Readers for Staff Computer Access
PROPOSAL SCHEDULE
RFP Issue Date: Wednesday, September 9, 2026
The St. Charles City-County Library District
(the "Library") requests the submission of
Description: proposals from qualified companies to provide
card readers for staff computers.
Website address: https://stchlibrary.org/bids-and-rfps
St. Charles City-County Library District
Central Services Building
Mr. Zach Campbell, IT Services Manager
Proposal Delivery Address:
77 Boone Hills Drive
(by mail or hand delivered)
St. Peters, MO 63376
Note: Proposals hand delivered to the Library's
Central Services Building should be placed in the
package drop box located on the building's delivery
dock
Mr. Zach Campbell, IT Services
Manager
RFP Administrator:
636-441-2300 x1557
zcampbell@stchlibrary.org
Friday, September 25, 2026 by 3:00 pm CT
Email questions to:
Written Questions Due:
Mr. Zach Campbell, IT Services Manager, at
zcampbell@stchlibrary.org
Friday, October 2, 2026 by 10:00 am CT
Response to Written Questions
Addendum available at
by Addendum:
https://stchlibrary.org/bids-and-rfps
Proposals Due: Wednesday, October 14, 2026 by 3:00 pm CT
Upon Board of Trustees Approval
Notice of Award:
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BACKGROUND
The Library is a political subdivision of the State of Missouri. The Board of Trustees ("Board of
Trustees") of the Library is a body corporate with all the powers and rights of like or similar
corporations serving more than 430,000 Library residents.
All management and control of the Library is vested in a Board of Trustees consisting of nine
Trustees appointed by the County Executive of St. Charles County or Mayor of the City of St.
Charles. The Trustees serve staggered three-year terms.
The Board of Trustees appoints the Chief Executive Officer ("CEO") of the Library.
As a condition to the contract award, the selected company is required to enter into a contract
with the Library substantially in the form of a Professional Services Agreement.
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SCOPE OF WORK
The Library intends to engage a qualified company to provide staff computer hardware and
associated software that provides a secure, reliable, and user-friendly computing environment
while integrating with the organization's existing technology infrastructure and staff access
card system.
The proposed solution should support secure and efficient staff access to Windows workstations
through the use of smart card readers, staff access cards, PIN-based authentication, and the
organization's existing Microsoft Active Directory environment.
REQUIREMENTS & OBJECTIVES
Ease of Use: Provide modern, reliable smart card USB-A hardware and software that are
intuitive for staff to use, require minimal technical support, and support efficient
day-to-day operations.
Smart Card Reader Compatibility: Computer hardware must include or support a
USB-A smart card reader capable of reading B-BUC3-37-SC50 cards on the 13.56
MHZ range the Library's existing staff access cards. The proposed solution must be
compatible with the card technology currently used by the Library. Vendors should
identify any required drivers, middleware, software, or additional hardware necessary for
operation.
Quick Staff Login: The intended use of this equipment is to allow staff to quickly access
their Windows account from any designated staff computer within the organization.
Staff should be able to move between workstations and authenticate with minimal steps
or delay.
Active Directory Integration: Hardware and operating systems must integrate with the
Library's existing Microsoft Active Directory environment (On premise AD version)
to support centralized user authentication, user and computer management, security
policies, and device administration.
PIN-Based MFA: The solution must support secure authentication using the staff
member's smart card (13.56 MHZ)/access card and a personal PIN, providing
two-factor authentication through something the staff member has (their access card) and
something they know (their PIN). The proposed solution should support technologies
such as Windows Hello, smart card authentication, or an equivalent secure
authentication method.
Consistent Staff Experience: Staff should have a consistent login experience across
designated workstations. The solution should allow an authenticated staff member to
access their authorized Windows account, applications, network resources, and other
organizational services regardless of which designated staff computer they use.
Security and Manageability: Devices and associated software should support
centralized configuration, security policies, software deployment, security updates,
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endpoint protection, and administrative management.
Smart Card Security: The proposed solution should protect the security of staff access
cards and associated credentials. Vendors should describe how smart cards are associated
with individual staff accounts and how lost, stolen, expired, or deactivated cards can be
disabled.
Reliability and Support: Hardware should be suitable for daily staff use and include
appropriate manufacturer warranty and technical support options. Smart card readers and
related authentication components should be reliable for frequent use in a public-service
environment.
Desired User Experience
The desired solution should provide staff with a fast, simple, and secure method of accessing
their Windows account at any designated staff computer.
Ideally, a staff member should be able to approach a workstation, insert or tap their staff access
card into the smart card reader, enter their personal PIN, and quickly access their Windows
account and authorized resources. The authentication process should be consistent across
workstations and require minimal technical knowledge from the staff member.
The successful vendor will provide a complete hardware and software solution that integrates
with the Library's existing staff access cards (13.56 MHZ frequency), Microsoft Active
Directory environment, and authentication infrastructure, while allowing the organization's
IT department to centrally manage and secure the environment.
PROPOSAL REQUIREMENTS
1. COVER LETTER
(a) Must indicate that the signer is authorized to bind the Proposer contractually and
must identify the title or position of the signer. The letter shall also contain the
following:
(i) The name of the Proposer, and address and telephone number.
(ii) A statement that the Proposer is willing and able to perform the
services required for a successful engagement.
(iii) The name of the individual within the Proposer, who will be the primary
contact concerning this engagement.
(iv) A statement that the Proposer is submitting a Proposal for card readers
for staff computers.
(b) An unsigned submission shall be rejected.
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2. PROPOSAL CONTENT - The Request for Proposals will be used to measure the
qualifications of the proposing companies. The proposal shall contain the following
information at a minimum:
(a) General Information About the Company. Please provide a brief description of
the company, including the financial strength of the proposing company.
(b) Qualifications. The proposal must clearly identify the company's qualifications,
competence and relevant experience in providing the Scope of Work described in
this Request for Proposals. This should include demonstrations of ability to
perform projects comparable in design, scope and complexity.
(c) Personnel. Please indicate the name, location, telephone number, fax number and
email address of the primary contact person for the company. Identify the
individuals proposed to serve the Library; specify their capacity and roles; and
include a brief resume for each, including the qualifications of the individuals to
manage the Project. When giving an oral presentation, only those individuals
listed will be invited to participate.
(d) Proposer's Project Preliminary Management Plan. Please provide your proposed
management plan for the Project. This plan shall be considered preliminary. Once
hired, the successful Manager will work with the Library to refine the Manager's
project management plan to best suit the Library's needs. For the purposes of the
proposal, the Preliminary Management Plan shall demonstrate the proposing
Manager's Anticipated staffing (including staff shared among projects),
trailer/office locations and overall methodology to managing the projects,
including allocation of resources.
(e) References. Please include references from owners for whom card readers for
staff computers have been performed. Proposals should include the name,
title, organization and telephone number for no more than five references for
which your company has provided similar services.
(f) Compliance. The proposal must demonstrate the company's good faith efforts to
achieve compliance with federal, state and local affirmative action requirements.
(g) Systems. Proposals should include demonstration of successful management
systems which have been employed for the purposes of estimating, scheduling
and cost controls.
(h) Conflict of Interest. If your company believes that a conflict of interest may arise,
describe the nature of the conflict and the proposed resolution of the conflict.
Further, please describe whether the company or any of its employees has any
interests or relationships which might conflict with or compromise the
expectations of the Library in providing the services set forth in this Request for
Proposals.
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(i) Financial Interest. Please disclose any professional or personal financial interest
which could be a possible conflict of interest in representing the Library.
(j) Fees. Discuss the manner and rate at which the Proposer expects to be
compensated for the services described in the Scope of Work.
(k) Other Factors. Discuss any other factors which your company believes should be
considered by the Library.
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SELECTION PROCEDURES
1. Proposals will be reviewed by a Selection Committee on behalf of the Library
composed of representatives of the Library.
2. The proposal will be used to measure the qualifications of the Proposers and to measure
the Proposer's understanding of the Scope of Work required and its prior experience.
3. Upon receipt of proposals, the Selection Committee will complete a review of all
qualifications to establish responsiveness to this Request for Proposals according to the
submission of required documents on the part of the Proposer.
4. Upon establishment of responsiveness, the Selection Committee will thoroughly review
and rate each Proposer's proposal based on the Evaluation Factors.
5. Services will be provided by the company with the lowest and best proposal based on
consideration of the Evaluation Factors.
6. Proposers may be asked to make a presentation to the Selection Committee.
7. The Selection Committee will make a recommendation to the CEO who will make a
recommendation to the Board of Trustees.
8. The Selection Committee may terminate the selection process at any time and reject any
and all proposals.
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EVALUATION CRITERIA
Proposals will be evaluated using the following criteria:
1. Fees for overhead and profit, including the manner and rate at which the Proposer
expects to be compensated for each of the phases described in the Scope of Work.
2. Qualifications and experience of the Proposer.
3. Demonstrations of Proposer's ability to perform projects comparable in
design, scope, and complexity to the Project.
4. Demonstration of good faith efforts to achieve compliance with federal, state, and
local affirmative action requirements.
5. Financial strength of Proposer.
6. Qualifications of Proposer personnel who will manage the Project.
7. Demonstration of successful management systems which Proposer has employed
for the purposes of estimating, scheduling, and controlling costs.
8. References from owners for whom card readers for staff computers upgrades have
been performed.
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